Online Grade Collection Document: User Guide Version: 3.0 ...

Company: McMaster University
Project: Online Grade Collection
Document: User Guide
Version: 3.0
Revised: 6/22/2012
Author: Mathew Lempriere
1. Creating a .csv File ................................................................................................................................... 2
2. Login ....................................................................................................................................................... 5
3. Profile ..................................................................................................................................................... 6
4. Uploading and Submitting Grades ............................................................................................................ 7
5. Returned Grade Sheets ...........................................................................................................................13
6. Reviewing Outstanding Grade sheets ......................................................................................................14
7. Reviewing Submitted Grade sheets .........................................................................................................14
8. Submitting Grade Changes ......................................................................................................................14
9. Approving Submitted Grade sheets .........................................................................................................15
10. Avenue to Learn Gradebook Pointers ......................................................................................................15
11. Appendix ................................................................................................................................................17
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1. Creating a .csv File
• This section walks you through creating a .csv file. These instructions use
Microsoft Excel as a sample starting point but the points detailed here apply
regardless of which spreadsheet software you use.
1. Open the file that contains the final grades for the Course (or Course Section).
2. Remove any rows that exist above the column headings, so the column headings
are the first row in the spreadsheet.
3. Ensure that the column headings are named in the following manner;
“Student Number”, “MacID”, “Final Grade”, and “Notes”
(or you may use any acceptable equivalent names as defined in Appendix 1)
Notes: - Headings must be in the first row, and are not case sensitive
- The order of the columns does not matter.
- The ‘Notes’ field is optional.
- Any additional columns will be ignored.
- Some Lecture Sections have spaces in them (i.e., ‘ 1 ‘), be sure to include the spaces
4. If a column does not exist on the spreadsheet then insert a new column.
5. Give the new column the appropriate name.

6. Populate the column with data accordingly.
7. Repeat steps 3, 4, & 5 for any other missing columns.
8. Select File � Save as…
9. Select “Save as Type” = CSV (Comma delimited) (*.csv)
10. Type an appropriate file name (I.e., ANTHROP 1A03 C01), and press save.

11. If the following warning appears, click OK.
12. When the following warning appears, click YES.
13. If you don’t track your grades electronically you may download a pre-populated
version of the .csv by following these steps:
a. Login, if you are not logged in already.
b. Click the Grade Sheets tab (if you are not already there).
c. Click the course or course section you want to upload grades for.
d. Scroll to the bottom of the electronic grade sheet (if required).
e. Click the “download .csv” link.
f. Save the .csv file to your computer.
Note: Depending on which browser you use this may happen automatically.
g. Open the newly downloaded .csv.
h. Populate your student’s final grades in the ‘Final Grade’ column.
i. Save the file.
Tip: Remember where you saved the file as you will be asked for it’s location when
uploading your grades.
14. If you wish to start with an empty file (a file with only the required headers) then
you may use the following link to download a template: Online Grades - CSV
Template.csv

2. Login
1. Open an internet\web browser.
Note: The supported browsers are listed in Appendix 2.
2. Go to http://www.mcmaster.ca/uts/online_grades/og_login.html
3. Click the ‘MACID Login’ button.
4. Type your MacID into the ‘MAC ID’ field.
5. Type your password into the ‘Password’ field.
6. Press the ‘Submit’ button.
• If you get a message saying…
a. Repeat the above steps and ensure the MacID and Password are correct.
b. If you continue to receive this message after ensuring sure you are typing you
MacID and Password correctly, contact your Key Contact to verify you are set
up on the system appropriately.
7. Once you have typed your MacID & Password correctly, (and you are set up on
the system) you will be logged in.
• If this is your first time logging in, then read the Section 2) Profile, otherwise
proceed to the section that is applicable;
3) Uploading and Submitting Grades
4) Returned Grade Sheets

3. Profile
1. If this is your first time logging in you will automatically see the ‘Profile’ tab.
2. You may return to this screen anytime by clicking the tab.
3. Once on the screen you may set which tab you will see automatically upon
subsequent logins.
• A default page is currently not set.
• If you choose not to set one you will continue to see this page upon login.
• To set a new default tab, select one of the options listed, and press the ‘update
start page’ button.
a. Wizard – Asks questions, and takes you to where you need to go based on
your selections. This is appropriate for the first few times you use the system,
or do not become comfortable navigating through the system freely.
b. Grade Sheets – Lists all grade sheets which you may upload grades for.
• Instructors and upload\TA users: This tab gives an overall picture of the grade sheets
they are responsible for uploading.
• Department & Faculty Office users: This tab can help give an overall picture of all the
grade sheets belonging to the entire Department or Faculty. You may also use it to assist
instructors with the loading of their grades.
c. Approvals – Allows designated Department & Faculty heads to see a list of all
the grade sheets which have been submitted (and are waiting) for approval.
d. Profile – Allows you to change your default start-up tab. In addition you can
view your current permissions under the ‘Authorities’ folder.
e. Users – Allows you manage other users who you are responsible for.
• Instructors: May add ‘Upload’ users, such as their Teaching Assistants.
• Department & Faculty Office users: May Add\Manage Approvers and Administrative
users for the various areas, as well as assist Instructors in managing their ‘Upload’ users.
f. Reports – Department & Faculty Office users may view Historical Grade
Sheets.

4. Uploading and Submitting Grades
1. Login, if you are not logged in already.
2. Click the Grade Sheets tab (if you are not already there).
3. Click the sub heading applicable to your Academic Group, Session, and Term.
4. Click the course or course section you want to upload grades for.
Note: That the Course level selection allows you to upload & submit grades for all the Sections
that you teach of the given Course.
5. Once a course or course section is selected an electronic grade sheet will appear.
This grade sheet lists all the students which are registered in your selection.
6. Select the method you want to use to load grades and click GO.
7. i) If you choose to load grades from Avenue to Learn then:
a. Select the applicable A2L course\grade book(s).
b. Press the ‘Get A2L Grades’ button.
c. A message will appear reminding you that the online grades system
requires an alpha or non-decimal grade (Calculated or Adjusted,
whichever is released to the student) for each student.
• If you are sure your grade book meets this requirement then
press OK to Proceed.

• If you are not sure your grade book will meet this criteria then
you may press cancel, check your grade book then start the
upload process over again
d. If you need to make adjustments to you gradebook because you know
you have decimals, or you are getting “Error is unaccepatable” then
refer to Section 10 for help on setting up your grade book to work
optimally with the online grades system.
e. Once the system has successfully loaded your grades from A2L then go to
step #13.
Note: The import from Avenue to Learn only imports grades. If you need to add notes,
you may use the manually entry function (see step 7.ii) to do so, after the A2L grades
are successfully imported.
ii) If you choose to enter grade directly on the screen then:
a. Enter a grade for all records of the grade sheet.
b. Enter any notes (i.e., DNW) applicable to each record by clicking the ‘+’
icon in the ‘Notes’ column.
Note: Avoid using apostrophes and quotation marks in the Notes field.
c. Once complete press the ‘Validate’ button.
• If you have not recorded an acceptable grade for ALL the
students displayed on the electronic grade sheet an error
message will be displayed beside each unacceptable grade and
the following message will be displayed at the top of the grade
sheet:
Note: The records which triggered this message will be listed at the top of
the grade sheet with a ‘NO GRADE’ status.
Fix these records by recording an acceptable grade for each then
press the ‘Validate’ button again. Continue this process until
there are no errors in the grade sheet.
d. Once there are no errors in the grade sheet skip to step #14.
iii) If you choose the load from file method then:
a. Create a .csv file (if you have not done so already).
b. Continue with the remaining steps
8. Click the ‘Browse’ button.
9. Locate the .csv file containg the grades for this grade sheet using the File Upload
Box that appears.

Tip: Typing *.csv into the File name box, and pressing , will filter the list to only .csv files.
10. Once located:
a. Select the file by clicking it once.
b. The file’s name appears in the File Name box. (Be sure you have the right one)
c. Click the ‘Open’ button
11. The File Upload box will close automatically.
a. The File Name (+path) will appear in the box beside the Browse button.
b. And you may click the ‘Upload’ button.
12. The upload will be successful only if your .csv meets certain requirements.
• If your upload does not meet the requirements you will see certain messages.
When you do, address the issue(s) in your .csv, re-save it, and upload again.
a. Your file must contain all of the required column headings, otherwise
following message(s) will be displayed:
• To address these errors, ensure ALL column headings match exactly to an
acceptable name outlined in Appendix 1.
Note: Sometimes hidden characters may be present in the field, so if the heading looks like it
matches, but you are still getting an error, press the key on that field, and
retype.

. A matching record must be found in your file with a populated Final Grade
field, for ALL the students displayed on the electronic grade sheet, otherwise
the following message will be displayed:
Note: The records which triggered this message will be listed at the top of the grade sheet
with a ‘NO GRADE’ status.
Tips: MacId doesn’t need ‘@mcmaster.ca’; and ’C’-oh-one”, is really ’C’-zero-one”
• To address this error:
1. Ensure all students in your file have a ‘Final Grade’.
2. Verify your file’s ‘Student Number’ and ‘MacId’, match EXACTLY to
what the electronic grade sheet has displayed for Student Number,
MacID, and Section respectively.
3. If you cannot find a particular student listed on the grades sheet within
your file, they need to be added to the file, as the student is registered
in the course and requires a grade.
c. An acceptable ‘Final Grade’ for all students on the electronic grade sheet must
be found in your file, otherwise those students will be listed at the top of the
chart with an ‘Error is unacceptable’ message.
• To address this error, ensure all students in the file have an appropriate ‘Final
Grade’. The acceptable grades for online grade collection are:
1. Alpha (A+ through D-, and F)
2. Numeric (0-125, no decimals)
(Numeric grades are converted to Alpha grades when posted to the student record.)
3. Certain Non-Grades (P, COM, NC, NMR)
(Non-Grades are for specific courses, or student exception cases. If used without
consulting your Faculty Office the grade sheet may be returned to you)
13. When your file meets the required criteria you will have uploaded a grade for all
students listed, but you may still the following “Warning” message.

• Click the + to see the records of your file which triggered the message.
• This message is informing you that there are records in your file which don’t
correspond to a Student on the electronic grade sheet:
• To address this warning:
1. Ensure that you have addressed all ‘NO GRADE’ errors where a grade
was not found in your file, as a record mismatch could be responsible
for both messages.
2. If all ‘NO GRADE’ errors are resolved, you may forward this list on to
the Faculty Office for further investigation. These students may; be
registered in another section of the course, or have cancelled out of
the course after your file was produced.
14. If all errors are addressed, and you have the authority to submit grades for
approval, you will see an authorization message, checkbox, and ‘Approve’ button
• If you are not ready to submit your grades, or don’t have the authority, you
may return to the list of grade sheets by clicking the ‘Return’ button at the
bottom of the grade sheet.
• You may also view the grade distribution for the uploaded grades by clicking
the ‘View Grade Distribution’ link.
Notes: - You may return to the grade sheet anytime to submit it for approval.
- Prior to submitting the grade sheet for approval, a new file may be
reloaded as many times as you choose.
• When you are ready to submit your grades:
a. Click the check box.
b. Press the ‘Submit for Approval’ button.

15. After the grade sheet is submitted the system will return you to the grade sheets
tab.
• All grade sheets you submit will move from the ‘Outstanding’ folder, to the
‘Submitted’ folder. To view them throughout the approval process;
a. Click the ‘Submitted’ folder.
b. Click the sub heading applicable to the Academic Group, Session and
Term, then click the grade sheet’s link within the folder.
• Once the grade sheet is submitted for approval you will not be able to reload
grades, unless an approver returns the grade sheet back to you.
(See Returned Grade Sheets)
16. Repeat the steps outlined in this section to upload and submit grades for any
other courses you are responsible for, or refer to Section 4) if you have any grade
sheets which have been returned and require resubmission.
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• If you would like to return to the system at a later time to upload grades for
your other courses, or do not have any other grades to upload you may logout
by clicking the ‘Logout’ tab.

5. Returned Grade Sheets
• Returned grade sheets will appear on the ‘Grade Sheets’ tab, under the
‘Rejected – Requires Resubmission’ folder. To view the grade sheets which
have been returned by an Approver:
1. Login, if you are not logged in already.
2. Click the ‘Grade Sheets’ tab (if you are not already there).
3. Click the ‘Rejected – Requires Resubmission’ folder.
4. Click the sub-heading applicable to your Academic Group, Session, and Term
5. Click the Course or Course Section’s link within the folder.
6. The returned grade sheet will be displayed on the screen, and you will be able to
see your previously submitted grade in the ‘Prev. Grade’ column.
7. To load new grades, first make the appropriate changes in the source file where
the original grades are saved.
8. Follow the steps outlined in Uploading and Submitting Grades, starting at step 5.

6. Reviewing Outstanding Grade sheets
1. Login, if you are not logged in already.
2. Click the ‘Grade Sheets’ tab (if you are not already there).
3. Click the sub folder applicable to your Academic Group, Session, and Term.
4. All grade sheets that you have access to, which are still outstanding for the
current grade collection period are displayed under the ‘Outstanding’ folder.
Note: The ‘Rejected’ accordion also contains outstanding grade sheets, but
these are grades which have been submitted, but not accepted by either a
Department or Faculty Office approver.
7. Reviewing Submitted Grade sheets
1. Login, if you are not logged in already.
2. Click the ‘Grade Sheets’ tab (if you are not already there).
3. Click the ‘Submitted’ folder.
4. Click the sub folder applicable to your Academic Group, Session, and Term.
5. All grade sheets that you have access to, which have been submitted during the
current grade collection period are displayed.
6. The status column indicates the grade sheet’s current state; Submitted or
Department Office Approved or Faculty Office Approved.
7. Click a Course or Course Section to review the submitted grades.
8. The submitted grades are displayed.
Hint: Hold your mouse over any icons in the ‘Notes’ column to display the note.
8. Submitting Grade Changes
1. Login, if you are not logged in already.
2. Click the ‘Grade Change’ tab.
3. If you are changing the grade of:
a. Multiple students in the same course, then populate all of the criteria
except for Student Number, and press Start Grade Change.
b. One student in a course, then populate all of the criteria except for
Lecture Section, and press Start Grade Change.
4. If no results are found then check the criteria entered and verify it is accuracy and
try again.
5. Once results are found an a Grade Change Sheet is displayed simply type over the
grades that require changing with the new grade (the system will remember and
report the previous grade throughout the approval workflow).
6. If necessary add appropriate comments.
7. Press the Submit Change button.

9. Approving Submitted Grade sheets
1. Login, if you are not logged in already.
2. Click the ‘Approvals’ tab (if you are not already there).
Note: The ‘Approvals’ tab is only available to those users who approve grades.
3. All grade sheets that you have access to, which have been submitted during the
current grade collection period are available here.
4. The submitted grades are grouped into three accordions:
a. Waiting for Department Office Approval
b. Waiting for Faculty Office Approval
c. Fully Approved
5. Click the accordion that is applicable to you (if it is not already selected).
6. Click the sub heading applicable to your Academic Group, Session and Term.
7. Click a Course or Course Section to review the submitted grades.
8. The submitted grades are displayed.
Hint: Hold your mouse over any icons in the ‘Notes’ column to display the note.
9. To view a Grade Distribution click the ‘Grade Distribution’ link.
10. If required (at the Faculty Office level only) you may replace a grade uploaded by
the instructor with an INC or NMR by clicking the INC or NMR link located on that
student’s row.
11. Once any INC\NMR changes are done, if desired, comments may be added into
the comment box.
12. To approve the grades press the ‘Approve’ button OR to return the grades back
to the instructor press the ‘Reject’ button.
10. Avenue to Learn Gradebook Pointers
There are three ways to remove decimal values from your gradebook. The
decision as to which one to apply is yours as each one may impact students
differently.
1. Use Alpha Grades.
Ignores the decimal values as each alpha increment is not applied until the whole
number of the corresponding alpha grade is reached.
a. Open the applicable gradebook.
b. Select Manage Grades from the left hand menu.
c. Select the Final Grade item which is set to be released to students
Hint: You can find this under Grades Settings �Calculation Options.
d. Choose McMaster Grading System for the Grade Scheme.
Note: If your course does not follow the undergraduate alpha\12pt grade scale (i.e.,
Grad Studies, MBA) then you should not use this option. Though you may configure a
new grade scheme to match your courses then select it here.
e. Press the Save button.
f. Select Grades Settings from the left hand menu.
g. Select Org Unit Display Options.

h. Under Submission view Display Options ensure Grade scheme symbol
is selected and ensure that Points Grade and Weighted Grade (if
applicable) are NOT checked.
i. Press the Save button.
2. Remove decimals from each student individually.
Allows instructor discretion as each student may be rounded up or down on a
case-by-case basis.
a. Open the applicable gradebook.
b. Select Grades Settings from the left hand menu.
c. Choose Adjusted Final Grade as the Final Grade Released.
d. Select Org Unit Display Options.
e. Under the Submission view Display Options heading, set the Decimals
Displayed to 0 and ensure that Grade Scheme Symbol is NOT checked.
Hint: You may also want to set the Decimals Displayed under Managing View Display
Options to 0, so that you see what the student sees.
f. Press the Save button.
g. Select Enter Grades from the left hand menu.
h. Click the Enter Grades icon (ruler with green check mark) beside the
Final Grades heading.
i. Adjust the grades in the Final Adjusted Grade column so there are no
decimals in the numerator and the denominator is 100. Denominators
that are not equal to 100 will result in an “Error DEN is unacceptable”
message in the online grades system.
j. Press the Save button.
3. Remove decimals globally.
Applies “standard” rounding to all students where values below .5 are rounded
down and values .5 and above are rounded up.
a. Open the applicable gradebook.
b. Ensure that your final grade is being calculated out of 100.
Denominators that are not equal to 100 will result in an “Error DEN is
unacceptable” message in the online grades system
Hint: Select Grades Settings � Calculations Options and choose Weighted as the
Grading System. Then select Manage Grades and ensure the sum of the Weight from
all items equals 100.
c. Select Grades Settings from the left hand menu.
d. Select Org Unit Display Options.
e. Under the Submission view Display Options heading, set the Decimals
Displayed to 0 and ensure that Grade Scheme Symbol is NOT checked.
Hint: You may also want to set the Decimals Displayed under Managing View Display
Options to 0, so that you see what the student sees.
f. Press the Save button.

11. Appendix
1. The following are the acceptable heading names for each column of the .csv.
Note: - The headings are not cases sensitive. And any spaces, number signs (#), single quotes (‘)
dashes (-), underscores (_), and periods (.) are ignored.
- Use of other special characters in the headings (or other parts of the file) may cause
unexpected results\issues during upload.
Data CSV Column Heading
Student Number StudentNumber
StudentNum
StudentNo
Student#
StdNum
StNum
StdNo
StNo
OrgDefinedId
Mac ID Macid
Emailid
Loginid
Login
Username
Lecture Section LecSect
LectSect
LecSec
LectureSec
LectureSect
LectureSection
LecSection
LectSection
LecComponent
LectComponent
LectureComponent
LecSectTextGrade
Grade FinalGrade
Notes Note
Notes
Comment
Comments
Remark
Remarks

2. The following are internet browsers which the application has been tested with.
If you use another browser all functionality (required to upload, submit, review,
and approve) may or may not be available.
Browser Version Notes
Microsoft Internet
Explorer (IE)
IE 7.0 (.5730.13)
IE 8.0 (.6001.18702) Some user interface
abnormalities but major
functionality unaffected.
Mozilla Firefox 3.6.13
Google Chrome 9.0.597.98
Safari 4 (Public Beta (528)) Some user interface
abnormalities but major
functionality unaffected.