Grades

Grades (the Gradebook) is a central location in PolyLearn where students' grades are stored and displayed. Instructors can keep track of their students' progress and organize which set of grades their students will be able to see. Students will only see their own grades in the PolyLearn Grades tool.

The Gradebook has changed starting this September 2016. The Grade aggregations are now Natural, Simple weighted mean, and Weighted mean of grades.

The Gradebook in PolyLearn consists of Grade Items, Grade Categories, and the actual grades. A student's course total can be calculated as a sum of the Grade Items or as a weighted aggregations. Most Gradebook activity will be handled through the default "Grader Report" view where grades can be edited.

Table of Contents

How Grades Get Into the Gradebook

View

Editing Grades

Grading Assignments

Quizzes

Setup

Scales / Letters

Export / Import

My preferences (Grader Report)

How Grades Get Into the Gradebook


Grades Pushed by Modules/Activities

Certain activities like Assignments, Quizzes, and Forums will "push" (or send) their grades to the Gradebook automatically (i.e., a Grade Item is automatically generated in the Gradebook). If an instructor chooses to modify the grades generated by the activity, the new grade is "overridden" by the gradebook, and the module which originally created the grade can no longer update that grade in the gradebook until the grade is unlocked. Additionally, when an Activity is first created, an instructor can choose to assign it a Category (the Category must already be made). The activity will then appear in the Gradebook within this Category. The images below show how to assign a Category outside the Gradebook to an Activity and how a Grade Item is automatically created by an Activity.

To assign a Category to an Activity:

  1. Click on the Turn editing on button in the upper right corner.

  2. Click on Add an activity or resource in a topic or week section.
  3. Select an Activity from the Add an activity or resource menu.

  4. Activity Picker
  5. Scroll down to the Grade area and select a Grade Type, Maximum Grade and Grade category.
  6. Modify other aspects of the Assignment as desired, then click Save and return to course.
  7. Modify other aspects of the Assignment as desired, then click Save and return to course.
  8. Click on the Grades link in the Administration block.
  9. The Activity Grade Item (i.e Assignment, Quiz etc.) appears in the Gradebook in the Grade Category "Homework"


Grades Manually Added by Instructors

Instructors can manually add Grade Items to the Gradebook through the Categories and items tab at the top of the Gradebook. It is recommended that the instructor create Grade Categories prior to creating Activities and Grade Items so that these items can be assigned Categories when they are created.

To create a Grade Item:

  1. Click on the Grades link in the Administration block.
  2. Click on the Setup tab at the top of the Gradebook.
  3. Scroll down and click on the Add grade item button.
  4. Type the name of the Grade Item in the Item name text box and select other options as desired.
    • Grade Type None, Value, Scale, or Text. Instructors will most commonly use Value.
    • Scale — Available only if Grade Type is "Scale." The scale for an activity-based grade item is set on the Activity settings page.
    • Maximum Grade — Set maximum value for Grade Item. The maximum grade for an activity-based grade item is set on the Activity settings page.
    • Minimum Grade — This setting determines the minimum grade when using the value grade type.
    • Hidden — If enabled, grades are hidden from students. A hidden until date may be set if desired, to release grades after grading is completed.
    • Locked — If enabled, grades can no longer be automatically updated by the related activity.
  5. Select a Grade Category for the Grade Item from the Grade category pull-down menu.
  6. Click on the Save changes button.
  7. The new Grade Item now appears in the Gradebook.
    screen image of the new grade item in the gradebook

Grader Report

Layout

The Grader report view is the default view for the Gradebook. Grade Items are "contained" within their respective Grade Categories, and Category assignments can be edited through the Setup tab (see Assigning Categories below). Editing must be turned "on" to make any changes to students' grades.
Note: The following text describes the default layout of the Grader Report. The instructor can change their Grader Report preferences by clicking on the My preferences tab in the Gradebook. For a description of preference options, see the My preferences tutorial below.

 

With editing turned off:

With editing turned on:

Along the top of the grader report are several rows: first the course, then the Category, then the columns for each graded activity (for example: Assignment, Quiz, Lesson). Any activities settings which were left "uncategorized" will appear in the general Category, which is named after the course by default (Note: Any Category name can be changed).

There are three ways that the categories can be displayed (icons located on the right of the course and category name):

  • grades onlyGrades only — Without the Category totals column.
  • collapsedCollapsed — Category total column only.
  • full viewFull view — Grades and the aggregates (the totals column for the Category).

Each section has a small icon immediately to the right of its name. Clicking the icon will cycle through these display modes for that Category: + goes to grades only view, o goes to full view and - goes to collapsed view.
Note: This change of display can be done with editing turned on or off.

screen image of the grader report cycling through category views

As your Gradebook grows, it is possible to view each student's User Report and Enter Grades by student.


Sorting by Columns

You can sort the Gradebook by any column. Click the sort symbol near the top of a column to sort by that column. This will change the symbol to a single down arrow. Clicking again will sort lowest-to-highest, changing the symbol to an up arrow. The arrows will toggle between these two states until you click on a different column. The student name columns do not have the sort symbol. Clicking on either the first or last name will cause the report to sort.
Note: The Gradebook can be sorted with editing turned on or off.

To sort a Grade Item column:

  1. Select a Grade Item column to sort by.
  2. Click on the sort symbol next to the column name to sort in descending order.
  3. The column is now sorted in descending order.
  4.  Note: The entire Gradebook is also now sorted according to the order of this column.
  5. Click the sort symbol again to sort the column in ascending order.
    screen image of the gradebook wth assignment 1 sorted in ascending order

User Report

The User Report provides the instructor with an overall picture of a student's current progress in the course. It includes:

  • A breakdown of the grades for each assessment (grade item) in the course (grade, range, percentage).
  • The optional teacher-given feedback for each grade.
  • The overall grade for the course (i.e., course total).

The User Report is displayed in a nested Category view with contrasting colors for easy viewing. Instructors may use the "Select all or one user" pull-down menu at the top right of the page to view individual user reports. When all users are selected, the report can be printed, and only one student should appear on each page (browser-dependent behavior).
Note: The User Report view options can be modified by clicking on the Setup tab and scrolling down to User Report.

To view an individual student's User Report:

  1. Under the View tab, click on the User Report link.
  2. The instructor is presented with a blank User Report (no user is selected yet).
  3. Click on the pull-down menu in the top-right corner of the page and select a user to view their report
    .screen image of the select user pull-down menu in the top right corner of the user report page
  4. The instructor is presented with the selected user's User Report.
    screen image of student 1's user report

Progressive Course Total / Current Grade (Running Total)

While the course is in session, students are completing assignments. With only some of the assignments completed the gradebook will now show the current grade for students not including assignments that have not been completed. The setting is located under the Setup tab after clicking on the edit pull down menu under the Actions column.

  1. Click on the Grades link in the Administration block.
  2. Click on the Setup tab at the top of the Gradebook.
  3. Click on the Gradebook Setup tab bellow.
  4. On the right of the course name choose Edit settings from the Edit pull-down list.
  5. Under the Grade category, show more link.
  6. Click on the check box for Exclude empty grades.
  7. Scroll down and Save.


Editing Grades


Instructors can enter/edit grades in two ways. The easiest and quickest way to enter grades is through the Grader Report spreadsheet. Submissions from Activities like Assignments and Quizzes can be viewed/downloaded and graded (with optional feedback) in a separate area of the Gradebook (see Grading Assignments).


Entering Grades on the Spreadsheet

Now that the instructor has reviewed the Grader Report tutorial, the next step is learning to edit the grades in this view.

To enter grades in the Grader Report:

  1. Click on the Turn editing on button.
    screen image of the turn editing on button in the grader report
  2. Grade cells now appear in the spreadsheet. Click inside a grade cell and enter a grade.
    screen image of a grade cell with a grade being entered into it
  3. With the grade is entered, either press the Enter or Return key on the keyboard.
    Note: you no longer need to click on the Update button at the bottom to save the spreadsheet.
    light bulb icon

    Tip: Entering Multiple Grades

    When entering grades for multiple students in a particular column, press Tab to move directly to the cell beneath. When you've reached the end of the column, click on the Update button or press Enter/Return. Pressing Tab again will move you to the first cell of the next column.


  4. The grade has now been recorded and will display two decimal points after it.

Editing Individual Grades

You can edit individual grade settings in the Grader Report by clicking on the Edit button when editing is turned on. These settings include hiding, excluding, locking, and overriding a grade, as well as the option to give a student feedback.

To edit grades in the Grader Report:

  1. Click on the Turn editing on button.
    screen image of the turn editing on button in the grader report
  2. Click on the Edit grade button next to the grade cell.
    screen image of the edit grade button next to a grade cell
  3. The instructor is presented with the Edit grade page. Here is a description of the editable settings:
    • Overridden — If enabled, the grade can no longer be changed from within the related activity (i.e., the Activity cannot "push" a grade to the Gradebook). When a grade is edited in the Grader Report, the overridden check box is on automatically. However, it may be unchecked to allow the grade to be changed via the related activity.
    • Final grade — If the overridden check box is checked, a grade may be added or amended.
    • Excluded — When enabled, prevents this grade from being included in any aggregation.
    • Hidden — If enabled, grades are hidden from students. A hidden until date may be set if desired, to release grades after grading is completed.
      Note: Clicking on the Hidden (eye) button in the grade cell will toggle hide/show as well.
    • Hidden Until — This is used instead of the "hidden" flag, when hiding is desired until a certain date, after which the grade will be revealed.
    • Locked — If enabled, grades can no longer be automatically updated by the related activity.
    • Locked after — This is used instead of the "locked" flag, when locking is desired only after a certain date, after which the grade will be locked. This date is usually set as the same as the "hidden until" date, or shortly before (giving teachers a chance to review the grades before revealing them).
    • Feedback — This box enables any comments about the grade to be added.
  4. Scroll down to the bottom of the screen and click on the Save changes button.

 


Single View Grade Items

The Single View function, previously known as quick edit, in the gradebook allows instructors to quickly override grades, undo overrides, exclude, undo exclusions, and edit grades. The single view function will allow the instructor to choose any grade item or student to adjust grades for.

NOTE: The Single View tool will not clear overrides in a Category or Course Total column. Only graded items.

To use the single view function:

  1. When viewing the gradebook, click on the single view link located at the top of the page underneath the tabs.
  2. Quick Edit Link

  3. Select either groups, user or a grade item from one of the pull-down menus.
  4. Quick Edit Selection

  5. If you choose a user, you can enter grades and feedback for each assignment for that user. You can also override or exclude (or undo each of those) for all assignments or one assignment at a time using the check boxes and All/None buttons. At the bottom of the screen you can check the box next to Insert to insert a specific value for all grades or empty grades when you click Update.
  6. Note: Overriding a grade item means that the grade has been entered in the gradebook rather than through the activity.
    Note: Excluding a grade item means that it will not be included in the course total.

    Quick Edit User

  7. If you choose a grade item, you can enter grades and feedback for each user for that specific grade item. You can also override or exclude (or undo each of those) for each student or one student at a time using the check boxes and All/None buttons.
    - With the grade is entered, either press the Enter or Return key on the keyboard.
    Note: you no longer need to click on the Update button at the bottom to save the spreadsheet.
  8. Note: Overriding a grade item means that the grade has been entered in the gradebook rather than through the activity.
    Note: Excluding a grade item means that it will not be included in the course total.

    Quick Edit for a Grade Item

  9. With the grade is entered, either press the Enter or Return key on the keyboard.
    Note: you no longer need to click on the Update button at the bottom to save the spreadsheet.

Additional Information About the Grader Spreadsheet


Hide/Show button in the Grader Setup

Some items can be hidden in the Gradebook > Setup > Gradebook setup like the Assignment.

hide assignment

Category total grade won't update

The Category total grade cells are updated automatically when a grade cell within that category is filled. Should the instructor purposefully or accidentally delete or modify the Category total grade, it will immediately be flagged as "Overridden" and will no longer update if a grade within that category is modified or added.

To remove the override and allow the Category total to calculate a grade:

  1. Click on the Edit button in the Category total grade cell.
    screen image of the edit grade button in the category total grade cell
  2. Uncheck the Overridden check box.
    screen image of the override button checked
    screen image of the override button unchecked
  3. Click on the Save changes button.

The Category total grade cell will now calculate the grade total based on the parameters set in the Categories and items tab.

Grades for... button

Clicking on the Grades for... button next to a student's name in the Grader Report spreadsheet will show the User Report for that particular student.

screen image of the grade for... button in the grader report

To return to viewing all the students grades in the Gradebook, select all users from the Select all or one user pull-down menu to the far right of the screen.

screen image of all user pull-down menu

Editing/Hiding Categories in the Grader Setup

Some items can be hidden in the Gradebook > Setup > Gradebook setup like the Assignment.

hide assignment

Quizzes


Clicking on a Quiz in the Grader Report shows all the students' quiz attempts, with the overall grade, and the grade for each question. There are links to review all the details of a student's attempt, just as the student would see it. The results, or "reports" can be downloaded in a variety of formats. You can also choose how the quiz results are displayed, which quiz attempts are displayed, and get a preview or "Dry run" of a full regrade of the quiz.
Note: Only quizzes that contain essay or short answer question types will require the instructor to manually grade those questions. Other question types like multiple choice, matching, true/false, and calculated can and will be graded by PolyLearn.


Viewing Quiz Attempts

Clicking on a Quiz in the Grader Report will take you to the Quiz Grades page. Here, the instructor is presented with viewing preferences, report preferences, and Quiz data table download options.

To view Quiz Results and reports:

  1. From the Grader Report, find the Quiz Grade Item and click on the Link to the Quiz activity.
    screen image of the quiz link in the grader report
  2. Select preferences just for this page.
    Note: The total number of attempts appears at the top of the page.
    screen image of the preferences just for this page area of the quiz results page

    Options
    • Attempts from (pull-down menu)
      • Enrolled users who have attempted the quiz
      • Enrolled users who have not attempted the quiz
      • Enrolled users who have, or have not, attempted the quiz
      • All users who have attempted the quiz
    • Attempts that are (check boxes)
      • In progress
      • Overdue
      • Finished
      • Never submitted
    • Show only attempts (check boxes)
      • That are graded for each user (Highest grade).
      • That have been regraded / are marked as needing regrading
      1. Select preferences for this report.
        preferences report
        Options
        • Page size (text box) — Define how many students appear on the data table at the bottom of the page (default is 30 per page).
        • Show / download marks for each question (pull-down menu)
          • Yes — If Yes is chosen, the data table at the bottom of the screen will be large (especially if there are many questions), but will display which questions were answered correctly and incorrectly, which questions require grading, and allows the instructor to view each question exactly as the student would by clicking on the marks link in each cell. Marks can also be awarded in this way.
          • No — Select No for a data table report that is smaller and easier to read. Though the instructor will not see which questions a student answered correctly and incorrectly (or marks), the last column, "Grade / #," provides a link where the instructor can review those questions that need grading and enter marks.
      2. With the "What to include in the report" and "Display options" areas modified to the instructor's liking, click on the Show report button in the "Display options" area to refresh the page with these settings.

Grading Quizzes

To grade a Quiz attempt:

  1. From the Grader Report, find the Quiz Grade Item and click on the Link to the Quiz activity.
    screen image of the quiz link in the grader report
  2. Scroll down to the data table displaying Quiz attempts. Click on the Requires grading link in a question cell.
    Note: The Requires grading link is only visible when "Yes" is selected in the Show / download marks for each question pull-down menu (in the "Your preferences for this report area"). If "No" is selected, click on the Not yet graded link in the "Grade / #" column (the last column in the data table) and click through the questions until arriving at one that needs grading. Clicking on the Review attempt link below a student's name navigates to the same page.

    With marks shown:
    screen image of the quiz report data table with marks shown

    With no marks shown:
    screen image of the grader report data table with no marks shown
  3. A new window with the question (as the student sees it) appears. Click on the Make comment or override mark link (in the green area).
    screen image of the make comment or override mark window
  4. A new window appears. Type the number of marks earned for the question response. Optionally, add feedback in the comment text box.
    screen image of the add comments or marks window with the marks area highlighted
  5. Click on the Save button at the bottom of the window. A "Changes saved" window briefly appears and closes automatically.
  6. Refresh the page to see the new grade.
    screen image of the newly saved grade in the data table

Regrading a Quiz

Should a Quiz be modified or upgraded in some way (e.g., a question's answer that was incorrect has been corrected) after students have attempted the quiz, you can Regrade all attempts to update their scores. PolyLearn also has a "Dry run a full regrade" feature that allows you to see each student's old grade, the new grade (should a full Regrade be done), and even what attempts will need regrading (e.g., an essay question) before permanently regrading all attempts.
Note: Dry running a full regrade will not show any changes unless there has been some change to the quiz. If nothing changes in the data table when the Dry run a full regrade button is clicked, then no changes to the Quiz have been made (or were not saved properly).

To Dry run a full regrade of Quiz attempts:

  1. From the Grader Report, find the Quiz Grade Item and click on the Link to the Quiz activity.
    screen image of the quiz link in the grader report
  2. Click on the Dry run a full regrade button above the Quiz attempts data table.
    screen image of the dry run a full regrade button on the quiz grades page
  3. When the page refreshes, those questions that could be regraded show the old grade striked-through and the new grade below them. A new Regrade attempts marked as needing regrading (#) button appears next to the Dry run a full regrade button. Additionally, PolyLearn will include a "Regrade" column and will display "Needed" in each cell if a regrade is necessary.
    screen image of the quiz results page with the dry run information displayed
    screen image of the regrade column in the data table
  4. If the instructor wishes to continue with the regrade permanently, click on the Regrade attempts marked as needing regrading (#) button.
    Note: The data table will display a "Regrade" column with "Needed" written inside a cell if it determines that the total grade for that student is affected. This will remain until the instructor chooses to permanently regrade the attempts that need grading (step 4), or the question(s) itself is modified back to the original version. If the question is restored to its original version, click the Dry run a full regrade button to restore the data table and remove the "Regrade" column and the Regrade attempts marked as needing regrading button.

Downloading Quiz Data

The instructor can download the data table that appears on the bottom of the Quiz Grades page in a variety of formats.

To download the Quiz data table:

  1. From the Grader Report, find the Quiz Grade Item and click on the Link to the Quiz activity.
    screen image of the quiz link in the grader report
  2. S
     
  3. Scroll down to the data table and select a file format from the Download table data as pull-down menu.
    screen image of the quiz data file format pull-down menu

    Options
    • A Microsoft Excel spreadsheet — download the file with a .xls file extension for opening in Microsoft Excel.
    • An OpenDocument Spreadsheet — download the file with a .ods file extension (XML-based) for opening in free software like OpenOffice.org.
    • A tab separated values text file — download the file as a .txt file (tab-delimited) for opening in applications like Microsoft Excel.
    • A comma separated values text file — download the file as a .csv file (comma-delimited) for opening in applications like Microsoft Excel.
    • An unpaged XHTML document — download the file as a .html file.
  4. After selecting a file format, click on the Download table data as button to start the download.
  5. A download window appears. Choose a location for the file and save it to the hard drive.
    Note: The screen image below is the download window for Firefox (Mac). Your window may look different.
    screen image of the download window in firefox

Viewing Quiz Responses

Whereas the Quiz Grades page displayed the marks earned for each question, the Quiz Responses page displayed each student attempts response to each question. The instructor can also view a summary of the question and a summary of the right answer.

To view Quiz Responses:

  1. From the Grader Report, find the Quiz Grade Item and click on the Link to the Quiz activity.
    screen image of the quiz link in the grader report
  2. In the Administration bar on the left side of the page, scroll down to the expanded Quiz Results menu. Click on the Responses link in the Results menu.
    screen image of the navigation bar
  3. Choose preferences for the page and report. Click on the Show report button in the "Display options" area to refresh the page with these preferences.
    Note: See the Viewing Quizzes tutorial for information on preferences.
    screen image of the quiz responses preferences

    Options
    • Include
      • Summary of the question — A summary of each question will be included in the response data table.
      • Summary of the response given — This is checked by default. The student's response to each question will be included in the response data table.
      • Summary of the right answer — The right answer (for question types like multiple choice, true/false, etc.) will be included in the response data table. Question types like essay will not display a right answer unless the instructor typed one during the creation of the question.
  4. Optionally, click on the Download table data as button to download the response data to the computer's hard drive.
    Note: See the Downloading Quiz Data tutorial for file format options.
    screen image of the response data table

Viewing Quiz Statistics

The Quiz Statistics page displays two data tables describing the results of the Quiz. The first table, Quiz information, is what will be most commonly used. It displays the number of attempts, average, median, standard deviation, standard error, and other common statistical information. It can be downloaded in a variety of file formats. The second table, Quiz structural analysis, displays more specific and less common statistical data. For more information on how these data are calculated, see the Moodle Docs web site tutorial here.

To view Quiz Statistics:

  1. From the Grader Report, find the Quiz Grade Item and click on the Link to the Quiz activity.
    screen image of the quiz link in the grader report
  2. In the Navigation bar on the left side of the page, scroll down to the expanded Quiz Results menu. Click on the Statistics link in the Results menu.
    screen image of the navigation bar
  3. Choose preferences for the page by clicking on the Calculate statistics from pull-down menu and selecting either first attempt or all attempts.
    screen image of the pull-down menu for the quiz statistics page
  4. Click on the Show report button to refresh the page with the new setting.
  5. Two data tables display Quiz statistical data: Quiz information and Quiz structural analysis. These tables can be downloaded in a variety of formats.
    Note: For more information on these tables, review the calculate data, and a description of the coefficients/calculations page.

    Options
    • A Microsoft Excel spreadsheet — download the file with a .xls file extension for opening in Microsoft Excel.
    • An OpenDocument Spreadsheet — download the file with a .ods file extension (XML-based) for opening in free software like OpenOffice.org.
    • A tab separated values text file — download the file as a .txt file (tab-delimited) for opening in applications like Microsoft Excel.
    • A comma separated values text file — download the file as a .csv file (comma-delimited) for opening in applications like Microsoft Excel.
    • An unpaged XHTML document — download the file as a .html file.

Viewing Questions That Need Grading

The Manual grading link in the Quiz Results menu will display a table of those Quiz questions that require manual grading, such as essay questions. The instructor is presented with the question responses for all attempts requiring grading on one page for more easy and efficient grading.

To view Questions that need grading:

  1. From the Grader Report, find the Quiz Grade Item and click on the Link to the Quiz activity.
    screen image of the quiz link in the grader report
  2. In the Navigation bar on the left side of the page, scroll down to the expanded Quiz Results menu. Click on the Manual grading link in the Results menu.
    screen image of the navigation bar
  3. The instructor is presented with a table of those questions that require grading.
    Note: The instructor can choose to show questions that have been automatically graded by clicking on the Also show questions that have been graded automatically link.
  4. Click on the grade link in the "To grade" column to view all the responses requiring grading on one page for grading.
    Note: The instructor can choose to regrade those responses already graded by clicking on the update grades or grade all link in the "Already graded" or "Total" columns, respectively.
    screen image of the to grade column
  5. The instructor is presented with a consecutive list of each student's response. Award marks for each question and optionally add a comment.
    screen image of the student responses to the question

    Options
    • Attempts to grade — Specify which attempts will be displayed for grading.
      • Those that need grading
      • Those that have previously been graded manually
      • All
    • Questions per page — Specify the number of responses to be viewed per page.
    • Order attempts — Specify how the attempts on the page will be ordered.
      • Randomly
      • By date
      • By student name
      • By student id number
  6. Scroll down and click on the Save and go to next page button.

Setup

video iconview video

The Setup tab allows the instructor to create their Gradebook. In the Setup, you can create categories and items. You can choose to setup the Gradebook as a total SUM or weight by categories and by items.

screen image of the categories and items tab and simple view highlighted

The screen image below gives a brief description of the layout of the Setup page. Like the course Home page, items on the page can be modified by clicking on any of the editing icons across from them. Clicking on a Grade Item within a Category will take the instructor to that Activity's page. The three aggregation types available to instructors are Natrual (Sum of grades), Simple weighted mean of grades and Weighted mean of grades. Information on how Sum of grades affects Category totals can be found here, and information for Weighted mean of grades can be found here.

screen image of the categories and items page and layout. the parent category has been highlighted, as well as its nested daughter category. the editing icons for one category have also been highlighted as an example of how to modify a category. the calculation formula link has also been highlighted to show how to edit the formula for calculating category totals. the highlighting includes the text parent category, nested category, editing icons, and edit calculation formula.


Adding a Category

To add a Grade Category:

  1. Scroll down to the bottom of the page and click on the Add category button.
    screen image of the add category button
  2. Type a name for the Category in the Category name text box.
  3. Select an Aggregation type for the Category (i.e., how the Category total will be calculated) from the Edit pull-down menu; The Aggregation option will allow you to  select either Weighted mean of grades or Natural.
    screen image of the aggregation pull-down menu

    Options
    • Weighted mean of grades — Each Grade Item's weight is multiplied by the percent score (in decimal form) earned for that Grade item, all divided by the sum of the weights. For more information go to the calculation page.
    • Natural (Sum of grades)- The difference from Weighted mean is that weight is calculated as Maximum grade - Minimum grade for each item. 100 point assignment has weight 100, 10 point assignment has weight 10. For more information go to the calculation page.
    • Simple weighted mean of grades— The sum of all grade values with scale grades being ignored. For more information go to the calculation page.
  4. If Natural (Sum of grades) is chosen, only Hidden and Locked are available in Category total. If Weighted mean of grades or Simple weighted mean of grades is chosen, all Category total options are available. Modify these options as necessary. Click the question mark button next to each option for a more detailed description of each option.
    screen image of the cateogry total options
  5. Choose a Parent category. The new Category will be "nested" within this Parent category.
    screen image of the parent category pull-down menu
  6. Click on the Save changes button.
    Note: The options above can be modified after initial creation of the Category by clicking on the Edit icon across from the Category.
    screen image of the edit category button

Adding a Grade Item

To create a Grade Item:

  1. Click on the Grades link in the Administration block.
    screen image of the grades link in the settings block
  2. Click on the Categories and items tab at the top of the Gradebook.
    screen image of the categories and items tab at the top of the gradebook
  3. Scroll down and click on the Add grade item button.
    screen image of the add grade item button
  4. Type the name of the Grade Item in the Item name text box and select other options as desired.
  5. Click on the Save changes button.

Add my own final letter grade into PolyLearn

If the instructor grades on a cure and is using Excel to calculate the grades, the instructor can upload or manually enter the excel grade into the PolyLearn gradebook as a non-calculated grade item. For example: a Current Grade or Final Grade column.

NOTE: PolyLearn will not allow the instructor to type in a letter grade, so by creating a grade item with 100pts, use the values to display a letter. 91pts = A-

If you are Weighting (Simple weighted mean of grades / Weighted mean of grades), then....

To create a Grade Item for Current or Final Grade Entry:

  1. Click on the Grades link in the Administration block.
    screen image of the grades link in the settings block
  2. Click on the Categories and items tab at the top of the Gradebook.
    screen image of the categories and items tab at the top of the gradebook
  3. Scroll down and click on the Add grade item button.
    screen image of the add grade item button
  4. Type the name (Current Grade or Final Grade) of the Grade Item in the Item name text box and select other options as desired.
  5. Pick the Grade type, choose Text.
    Note: A grade item must have a point value, it will not except 0pts. By making it extra credit and not weighted, the 1pt will not count in the course total.
    screen image of the item menu
  6. To change this item to Extra Credit, edit the new Grade item and click on the box on the right of Extra credit.
  7. extra credit
  8. Scroll down to the botton and Save changes.
  9. The new item would be added to the bottom of the Gradebook list.
  10. To enter the grade value by hand, click on the View tab.
  11. Click on the Turn editing on button.
    screen image of the turn editing on button in the grader report
  12. Grade cells now appear in the spreadsheet. Click inside a grade cell and enter a grade.
    screen image of grade cell
  13. With the grade entered, either press Enter/Return or click on the Update button at the bottom of the spreadsheet. 
    light bulb icon

    Tip: Entering Multiple Grades

    When entering grades for multiple students in a particular column, press Tab to move directly to the cell beneath. When you've reached the end of the column, click on the Update button or press Enter/Return. Pressing Tab again will move you to the first cell of the next column.


  14. The instructor can view the Grader Report in the View tab and see the "Current Grade" feedback as a letter Grade, and...
    screen view of Grader Report
    ..the student will also be able to see the grade.

 


Assigning Categories

A Grade Category must be assigned when a new Grade Item is added. See Grades Manually Added by Instructors for information on how to do this. You can assign multiple existing Grade Items (simply check mark as many as desired) to a different Category through the following procedure.

To assign a Category to an existing Grade Item:

  1. Place a check mark in the check box in the "Select" column across from the Grade Item to be assigned a different Category.
    screen image of the grade item to be moved
  2. Scroll down to the bottom of the screen and select a Category from the Move selected items to pull-down menu.
    screen image of the move selected items to pull-down menu
  3. The screen will refresh with the Grade Item moved to the selected Category.
    Scroll down to the bottom of the page and click on the Save changes button.
  4. Scroll down to the bottom of the page and click on the Save changes button.

Aggregation

Two aggregation options are available to instructors for calculating Category totals: Sum of grades and Weighted mean of grades.

  • Natural (Sum of grades) — The sum of all grade values with scale grades being ignored. For more information go to the calculation page.
  • Simple weighted mean of grades - The difference from Weighted mean is that weight is calculated as Maximum grade - Minimum grade for each item. 100 point assignment has weight 100, 10 point assignment has weight 10. For more information go to the calculation page.
  • Weighted mean of grades — Each Grade Item's weight is multiplied by the percent score (in decimal form) earned for that Grade item, all divided by the sum of the weights. For more information go to the calculation page.

To modify a Category's aggregation:

  1. Click on the Aggregation pull-down menu across from the Category you wish to modify.
    screen image of the aggregation pull-down menu
  2. Select an aggregation type.
  3. Scroll down to the bottom of the page and click on the Save changes button.

Drop Lowest / Keep Highest Grade

Once the items are placed within a category, the instructor can choose to drop lowest or keep highest grades.

Within the Grades > Setup tab:

  1. Click on the Edit link under the chosen category.
  2. Click on the Show more link.
  3. Go to the Drop the Lowest option and Type in the number.
    Example: if it is drop the lowest one, type a 1 in the box.
    drop grade
  4. Scroll down to the bottom of the page and click on the Save changes button.

Scales / Letters


Adding a New Scale

Scales are a way of evaluating or rating a students' performance. PolyLearn offers a standard set of numeric scales. It is also possible to create custom scales, which can be available on the site. For example, you can give the student a word or small phrase as a way of rating or giving a student feedback. For more information go to the grade scale page.

To add a new scale:

  1. Click on the Scales tab in the top navigation bar.
    screen image of the scales tab in the top navigation bar
  2. Click on the Add a new scale button.
    image of Add new scale button
  3. Enter a name for the scale in the Name text box.
  4. In the Scale text box, create the scale. Each item in the scale must be separated by a comma. You can use as many options here as desired. You must order the comma separated elements in increasing order of value. For example, an A,B,C,D scale must be entered as D,C,B,A.
    screen image of the name and scale of the new scale
    light bulb icon

    Tip: Scales

    A scale provides a way of evaluating or grading performance in an activity. It is defined by an ordered list of values, ranging from negative to positive, separated by commas (e.g., "Disappointing, Not good enough, Average, Good, Very good, Excellent!"

  5. Write a detailed description in the Description text box for the scale. Students will have access to the description, and it can be used to give them additional feedback. The more details put in the description, the more students will understand what each scale item means.
  6. Click on the Save changes button.
    screen image of the completed add new scale page

Editing Grade Letters

PolyLearn's letter grades have already been set to Cal Poly's letter grading system by default. If desired, these can be overridden for the course.

To override and edit grade letters:

  1. Click on the Letters tab in the top navigation bar.
    screen image of the letters tab
  2. Click on the Edit grade letters link above the table or click on the Edit link in the top navigation bar.
    screen image of the edit letters links
  3. Place a check mark next to Override site defaults.
    screen image of the override site defaults checkbox
  4. Edit the grade letters and letter grade boundaries and click the Save changes button when finished.

Export / Import


Grades can be exported to an Excel spreadsheet, OpenDocument spreadsheet, plain text file or XML file. However, only a plain text file (comma or tab separated, CSV) or an XML file can be imported into PolyLearn. Do not export an Excel or OpenDocument spreadsheet, fill it with grades, and try to import it back into PolyLearn; it will not work.


Exporting Grades

Note: If the instructor opens the export file in Excel, do not add columns there because PolyLearn will reject the import if there are new columns that didn't exist in the exported file. If you need to add columns, do that in PolyLearn BEFORE you export your gradebook.

To export grades:

  1. Click on the Export tab in the top navigation bar.
    screen image of export tabs
  2. Choose an export file format from the top navigation bar (the screen image below shows a plain text file selected).
    Note: Remember, only a plain text file or XML file format can be imported into PolyLearn and into the Grader Report. Decide on an import format — either CSV or XML file — then export the grades using the corresponding export format.
  3. Set options as desired.
    light bulb icon

    Only see 10 students...

    If you try to open an OpenDocument Spreadsheet (ODS) file in Excel, you will only see 10 students. If you download the Grades as an Excel Spreadsheet file (CSV), you will see all the students' grades.

    screen image of export options

    Options
    • Include feedback in export — Any comments or feedback in addition to the grade will be included in the export file.
    • Preview rows —Choose how many rows of student grades will be previewed before downloading the export file.
    • Grade export display type — Choose how the grades will be displayed in the export file.
      • Real
      • Percentage
      • Letter
    • Grade export decimal points —Choose how many decimal points will follow each grade in the export file.
    • Separator — Choose the delimiter/separator type for the export file.
      • Tab — Values are separated by tabs (.txt file extension).
      • Comma — Values are separated by commas (.csv file extension).
  4. Place a check mark next to the items to be included in the export file.
    screen image of the grade items to be included
  5. Scroll down to the bottom of the screen and click on the Submit button.
  6. The instructor is presented with Preview rows of the export file. If satisfied, click on the Download button.
    screen image of the download button
  7. Save the file to the hard drive.
    Note: If the instructor opens the export file in Excel, do not add columns there because PolyLearn will reject the import if there are new columns that didn't exist in the PolyLearn exported file. If you need to add columns, add the columns within PolyLearn BEFORE you export your gradebook.

Importing Grades

Grades may be imported as a CSV file (tab or comma delimited) or an XML file.
Note: Grade import is equivalent to manual grading in the Grader Report. Thus, if grades for a particular PolyLearn activity, such as an assignment, are imported, they can no longer be edited via the assignment submission page.

To import grades:

  1. Decide on an import format — CSV or XML file — then export grades using the corresponding export format (see Exporting Grades).
  2. Edit the export file as appropriate and save it.
    Note: If the instructor opens the export file in Excel, do not add columns there because PolyLearn will reject the import if there are new columns that didn't exist in the PolyLearn exported file. If you need to add columns, do that in PolyLearn BEFORE you export your gradebook.
  3. Click on the Import tab in the top navigation bar.
  4. Select the file format of the file to be imported in the top navigation bar (the image below shows a plain text or CSV file selected).
    screen image of the top navigation bar with CSV file selected
  5. Click on the Choose a file... button.
    screen image of the choose a file button
  6. Click on the Upload a file link in the menu of the File picker window.
    screen image of the upload a file link
  7. Click on the Browse... button, locate and select the file you wish to import, and click on the Upload this file button.
    screen image of the file picker window with browse and upload highlighted
  8. The file is uploaded. Choose the encoding and separator associated with the file (either tab or comma delimited/separated).
    Note: Scales can be either specified as a raw id - e.g., 0, 1, 2, 3, etc. or as a string, e.g., "good", "bad", "not very bad." The later format is called "verbose."
  9. Choose the number of rows of student grades to be previewed before completing the upload from the Preview rows drop-down menu.
  10. Click on the Upload grades button.
    screen image of the import file page with the upload grades button highlighted
  11. CSV import only:
    On the Import preview page, in the Map from pull-down menu choose Email address and in the Map to pull-down menu choose Email address again.
    Note: Other combinations of these pull-down menus may result in a "user mapping error, could not find user with id..." error.
    screen image of identify screen
  12. In the Grade item mappings area, match the Grade Items to the corresponding Grade Item name in the pull-down menu for those Grade Items whose grades were changed. For example, if Assignment 1's grades were changed, match Assignment 1 to the Assignment 1 Grade Item in the pull-down menu to change the score in the Grader Report. If ignore is chosen, the grade in the Grader Report will not change.
    screen image of the grade mappings area
  13. Scroll down to the bottom of the page and click on the Upload grades button.

Paste from Spreadsheet

Grades may be copied and pasted from an Excel Spreadsheet.
Note: You will need to start with the exported Gradebook (see Exporting Grades), modify and then you can copy / paste from that.

To import grades:

  1. Edit the export file as appropriate and save it.
    Note: If the instructor opens the export file in Excel, do not add columns there because PolyLearn will reject the import if there are new columns that didn't exist in the PolyLearn exported file. If you need to add columns, do that in PolyLearn BEFORE you export your gradebook.
  2. Open a blank spreadsheet and copy the students "email address" column and the graded column.
    Exell columns before copy
  3. Select the all the information (1A - 28B) and copy.
  4. Click on the Import tab in the top navigation bar.
  5. Click on the Paste from spreadsheet tab.
    paste from spreadsheet
  6. Paste the copied Excel data into the PolyLearn Data box.
    screen image of the choose a file button
  7. Click on the Upload grades button.
  8. Choose the Identifier, in the Map from pull-down menu choose Email address and in the Map to pull-down menu choose Email address again.
    Note: Other combinations of these pull-down menus may result in a "user mapping error, could not find user with id..." error.
    screen image of identify screen
  9. In the Grade item mappings area, match the Grade Items to the corresponding Grade Item name in the pull-down menu for those Grade Items whose grades were changed. For example, if Assignment 1's grades were changed, match Assignment 1 to the Assignment 1 Grade Item in the pull-down menu to change the score in the Grader Report. If ignore is chosen, the grade in the Grader Report will not change.
    screen image of the grade mappings area
  10. Scroll down to the bottom of the page and click on the Upload grades button.


Setup


The Setup > Course grade settings tab displays course settings that determine how the gradebook appears for all participants in the course. The PolyLearn administrator has set defaults for these settings site-wide, but the instructor may choose to make modifications for their particular course(s).

screen image of the settings tab in the top navigation bar

In the Course Grade Settings tab the instructor can modify:

  • General settings
  • Grade item settings
  • Overview report settings
  • User report settings

Note: If the instructor requires more information about a particular setting, click on the question mark icon next to that setting for a detailed description of what it does and how it will affect the course.

screen image of the settings page


Showing Letter Grades

An instructor can choose to have letter grades shown on the Grader report by editing the Grade display type on the Settings page. This will make all grades in the Grader report display a letter grade according the default letter scale (the default scale is Cal Poly's standard letter scale system).
Note: The letter grade will be displayed first, with the real score (raw points) shown next to it in parentheses.

To show letter grades in the Grader report:

  1. Click on the Setup tab in Grades.
    screen image of the settings tab in the top navigation bar
  2. In the Grade item settings area, select Letter (real) from the Grade display type pull-down menu.
    screen image of the grade item settings area in the settings tab
  3. Scroll down and click Save changes.
  4. Grades in the Grader report will now appear like this:
    screen image of the grader report with letter grades

Showing Letter Grades in ONLY Course Total

  1. If you want to show letter grades for ONLY the course total, first go to the Setup tab and the Gradebook setup tab

    Categories and Items tab

  2. In the top row of grades, directly underneath the Actions heading, click on the edit menu then click edit settings.
  3. Edit Icon

  4. Click the Show More button on the right side of the page.
  5. Show Advanced Button

  6. Change the Grade display type to one of the letter options.
  7. Choose Grade Display type

Preferences (Grader Report)


The Preferences tab displays view settings for the Grader Report. Like the Setup tab, Preferences: Grader report setting defaults have been set by the PolyLearn administrator, but the instructor may choose to modify these for their course(s).

screen image of the my preferences tab

In the My preferences tab the instructor can modify:

  • Show / hide toggles
  • Special rows
    Note: Click the Show advanced button for more options.
  • General settings
    Note: Click the Show advanced button for more options.

Note: If the instructor requires more information about a particular setting, click on the question mark icon next to that setting for a detailed description of what it does and how it will affect the course.

screen image of the my preferences page


Adding/Omitting Range and Average Rows (Grader report)

By default, average and range rows appear at the bottom of the Grader report for each grade item or category. If they do not appear, or you wish to omit them from the Grader report, you can do so through the My preferences tab.

To add/omit the range and/or average rows from the Grader report:

  1. Click on the Setup tabe and then the Preferences: Grader report tab.
    screen image of the my preferences tab
  2. In the Show/hide toggles area, select Yes/No from the Show column averages and/or Show ranges pull-down menus.
    screen image of the show/hide toggles area
  3. Scroll down and click Save changes.

Modifying Range and Average Rows (Grader report)

You can also modify the average and/or range rows' display type (i.e., real, percentage, letter, etc.) from the My preferences tab as well.

To modify the average and/or range rows display type (i.e., real, percentage, letter, etc.) in the Grader report:

  1. Click on the Setup > Preferences: Grader Report tab in Grades.
    screen image of the my preferences tab
  2. Click on the Show more button in the Special rows area.
    screen image of the show advanced button
  3. In the Special rows area, select a display type from the Range display type and/or Column averages display type pull-down menus.
    screen image of the special rows area
  4. Scroll down and click Save changes.

Modifying the Number of Students Per Page (Grader report)

If you have a class larger than 15 students, the Grader report will be segregated into pages of 15 students each. In larger classes, it can become a hassle to enter grades for 15 students, click Update, and then move to the next set of 15 students. Additionally, instructors may forget to click the Update button before moving to the next page of students, resulting in the loss of the grades entered for the previous page of students.

To avoid a large number of pages, instructors can view up to 50 students per page in the Grader report by entering a number equal to or less than 50 into the Students per page text box on the My preferences page.
Note: Entering a number larger than 50 will result in the loss of grades entered after clicking the "Update" button, no matter what browser you're using. This issue is currently under review in the Moodle Tracker.

To modify the number of students shown per page in the Grader report:

  1. Click on the Setup tab and the Preferences: Grader report tab in Grades.
    screen image of the my preferences tab
  2. In the General area, enter a number equal to or less than 50 into the Students per page text box (again, there is no limit to the number you can enter).
    screen image of student's per page
  3. Scroll down and click Save changes.