Exporting Grades: Department Administrators

For documentation on tools available to instructors, please read the Exporting Grades: Instructors manualette.


Overview


The Final Grade Export tool allows instructors to submit course grades to their department administrator. The department administrator then approves the grades and sends them securely to the Office of the Registrar. The Grade Export tool is accessible through WebCT OWL.


Accessing the Tool


To access the Grade Export tool:

  1. Log into WebCT OWL.
  2. On the MyOWL page, click on Instructor Tools, which is listed under External Courses.
  3. Select Export Final Grades, and click Continue.

The Final Grade Export tool will automatically open in default view. If you would prefer to use the older version of the Final Grade Export tool (prior to Summer 2011), click on Switch to classic view in the top right. You can toggle back to default view at any time by clicking Switch to default view. This manualette is focused on the new default view, but full documentation for the classic view is available.

Default view provides a more streamlined experience that sorts your courses and allows you to search for specific sections.


Approving Grades


When you first open the Final Grade Export tool, you will see a page of instructions and four different tabs. To approve final grades:

  1. Select the Approve Grades tab. Only sections with grades pending approval will appear on this page.
  2. By default, you will only see sections from the current term in the main window. To approve grades for a different term, select it by clicking the corresponding link in the left column. You may also select the All Terms link to display all your sections from all terms. You can further refine your course list using the filter.
  3. Check the box next to each section you would like to approve grades for.
  4. Click on the View PDF link beside each checked section. Print off the PDF and obtain appropriate signatures.
  5. Click the Confirm and Approve link in the left column to verify that all the appropriate sections have been selected for approval.
  6. Once the grades have been signed off on, click the Approve button beneath the Confirm and Approve link. The grades have now been approved and securely submitted to the Office of the Registrar.

Enrolling into Courses


Department administrators may require access to a section's Grade Book to enter, review, or revise grades. To enroll yourself in a section:

  1. Click on the Enroll Me tab in the top navigation bar.
  2. By default, you will only see sections from the current term in the main window. To enroll yourself into a course for a different term, select the term by clicking the corresponding link in the left column. You may also select the All Terms link to display all your sections from all terms. You can further refine your course list using the filter.
  3. Check the box next to each section you would like to be enrolled into.
  4. Click the Confirm and Enroll link in the left column to verify that all the appropriate sections have been selected for enrollment.
  5. Click the Enroll Me button.
  6. A message will be displayed at the top of the page confirming your enrollment.
  7. Return to your OWL homepage.
  8. Refresh your course list by clicking the MyOWL tab link. The sections will be now be listed in your Course List.

Note: You will automatically be unenrolled from any section you enroll yourself into once you have exported grades for that section.


Entering Grades


Once you are enrolled in a section, you can access its Grade Book. To enter the Grade Book:

  1. Select the section from your MyOWL Course List.
  2. Click on the Teach tab.
  3. Select Grade Book, which is listed underneath Instructor Tools in the left-hand navigation bar.

The section’s Grade Book will now be displayed. Each row represents a member of the course, while the columns contain comments and grades.

To create a new grade column:

  1. Click the Create Column button and select Alphanumeric.
  2. Name your column in the space provided. “Final Grades” is recommended. The preset column in the Grade Book named 'Final' cannot be used, as it is a calculated column.
  3. Uncheck "Released to Student.
  4. Click Save to return to the Grade Book.

To enter grades or to edit grades in an existing column:

  1. Click the drop-down menu to the right of a column name and select Edit Values.
  2. Enter grades for each student into the Change To column.
  3. Click Save to return to the Grade Book.

For more information on entering grades and using the Grade Book, please refer to the OWL Grade Book Manualette.


Exporting Grades


After enrolling yourself in a course and entering new grades, you must export the grades before they can be approved. To export final grades:

  1. Enter the Final Grade Export tool and select the Export Grades tab.
  2. By default, you will only see sections from the current term in the main window. To export grades for a course from a different term, select a term by clicking the corresponding link in the left column. You may also select the All Terms link to display all your sections from all terms. You can further refine your course list using the filter.
  3. Click the drop-down menu beside each section you are exporting grades for and select the grade column you would like to export. All columns in the section's Grade Book will be listed as options.
  4. Click the Confirm and Export link in the left column to verify that all the appropriate sections and grade columns have been selected for exporting.
  5. Click the Export button beneath the Confirm and Export link to export the grades.

To export revised grades:

  1. Update the final grades column in the Grade Book.
  2. Repeat the steps from the "Exporting Grades" section above. Only grades that have been changed will be exported. However, the PDF will show all grades and indicate which ones have changed. It will also show new statistics.
  3. If you have previously approved the grades, you will have to re-approve for each revision.

Using the Filter


The filter allows you to find particular courses or sections in the Final Grade Export tool. It is available to department administrators for approving grades, exporting grades, and enrolling into courses. To use the filter:

  1. Type a criterion into the filter bar, such as a course number, section number, or subject.
  2. Click the filter button or press enter/return on your keyboard. Only courses that match the critera will be displayed.
    • Note: Filtering applies across all terms, not just the currently selected term. The number of sections next to each term (in brackets) will update accordingly.
  3. To remove filtering and display all courses once again, click Remove Filtering or clear the filter bar and click the filter button, or press enter/return on your keyboard.

Logging out


When you have finished exporting grades, click the Close Final Grade Export button in the top right. A message will confirm that you have successfully logged out of the tool and that you can now close the window. Logging out keeps your account secure.