Gradebook

Gradebook

On this page you will find resources designed to help you navigate the applications available in Gradebook. In the table below you will learn how to use Gradebook to view and change, export and import grades, and how to sort them into specific categories, and determine their weighting.

Set up Gradebook

All grades for each student enrolled in a unit can be found in Gradebook. In Gradebook, the grader report collects items that have been graded from the various tasks that are assessed, and allows you to view and change them as well as sort them into categories and calculate totals in various ways.

Note: When you add an assessible item such as a quiz, iLearn automatically creates a column in Gradebook and adds the grades as the system or you generate them.

To access Gradebook:

  1. Go to the Tools block.
  2. Click on Grades.
    Gradebook_settingup

You will now see the Grader report, which will be different depending on your role in iLearn. This Quick Guide shows the Convenor view of the grader report, highlighting the main features available. The Tutor role will have more limited access to the Gradebook than a convenor.

  1. Tabs at the top of the screen are used to navigate Gradebook functions.
  2. Page. Click on the page number or (Next) to access more students’ results.
  3. Students list. Click Surname, First name or ID Number to determine how you would like the names sorted.
  4. View individual student grades by clicking on this icon  next to a student name.
  5. Title of task.
  6. Sort column results ascending/descending by clicking on the Arrows icon
  7. Greyed out title indicates the grade is hidden from student view.
  8. Marking range for task.
  9. Horizontal scroll bar to view all columns.
  10. Click Turn editing on from Gradebook to access Quick feedback, Edit Grade column settings or Hide Grade columns.

After you have enabled editing, you will be able to complete the following:

  1. Enter Quick grades and feedback directly into Gradebook. The solid box is for a grade and the dotted box is for a comment. Remember to click the Save button at the bottom of the page to save any changes.
  2. Edit column settings by clicking on the Edit icon  at the top of the column you wish to edit.Options to edit include grade to pass, grade display type and decimal points.
  3. Hide column from student view.
  4. Lock column so grades can no longer be automatically updated by the related activity.
  5. Edit an individual student’s grade by clicking on the Edit icon  in the appropriate cell.
  6. Hide individual student’s grade by clicking on the eye icon  in the appropriate cell.
  7. Lock individual student’s grade by clicking on the Lock icon  in the appropriate cell.

Key Features of Gradebook

To manually add a column in Gradebook:

  1. Click on the Setup tab.
  2. Click Add grade item at the bottom of the page.
  3. Enter an Item name.                                                                            
  4. Assign a Grade type from the available options.
  5. Enter a Maximum and Minimum grade.
  6. Tick Hidden if you would like to hide the column.
  7. Tick Locked if you would like to lock the column.
  8. Click Save changes.
     

To create a category:

Grades can be organised into categories to calculate an aggregated grade from a set of grade items such as all the forums in a unit or multiple parts of an assignment.

  1. Click on the Setup tab.
  2. Click Add category.
  3. Enter a Category name.
  4. Assign Aggregation to determine how grades in a category are combined such as mean or sum.
  5. Click to expand Category total heading.
  6. Select the Grade type from Value, Scale, None.
  7. Enter in the Maximum grade for the category.
  8. Click Save changes.
     

To create a scale:

A scale provides a way of evaluating or grading performance in an activity using an ordered list of values such as Poor, Average, Good, Very good, Excellent or 0, 0.5, 1, 1.5, 2.

  1. Click on the Scales tab.
  2. Click Add a new scale.
     
  3. Enter a Name for the scale.
  4. Enter your Scale values ranging from negative to positive, separated by commas, for example 0, 0.5, 1, 1.5, 2 or Poor, Average, Good, Very good, Excellent.
  5. Enter a Description for the scale.
  6. Click Save changes.
     

To change the number of students that appear per page:

  1. Click on the Setup tab and hover your mouse over Setup and select Preferences: Grader report.
  2. Go to the General section.
  3. Type in the desired number of Students per page.
  4. Click Save changes.

Hide and show grades to Students

Using iLearn’s Gradebook to Release and Hide Grades

iLearn allows teaching staff to manage student grades in their online unit for activities such as assignments, quizzes, discussion forums, and more. As unit convenors (and select teaching staff) you are able to view, add and change grade items. You can also manage the visibility of individual grade items, the unit total, and the entire Gradebook.

To show/hide assessment items in Gradebook:

  1. Go to the Tools block and select Grades.
     
  2. Click on the Setup tab.
  3. To hide an activity under the Actions column, click on Edit and select Hide.
     
  4. To show an activity under the Actions column, click on Edit and select Show
  5. Click Save changes.

To show/hide the unit total in Gradebook:

In addition to showing or hiding individual grade items you can choose to show or hide the Unit total. The visibility of the Unit total can be controlled by the clicking on Edit and selecting Hide in the Actions column located at the bottom of the page.

To show/hide Gradebook:

In addition to showing or hiding individual grade items and the unit total you can also hide the entire Gradebook from students.

  1. Go to the Tools block and select Unit administration.
  2. Select Edit settings
  3. If you would like to hide the Gradebook from students, scroll down and click on the Appearance heading to expand the options, then select No for Show gradebook to students.
     
  4. Click Save Changes.

Manage grade display types

Student grades can be displayed in a number of different ways e.g. percentage, letter or number.  The default grade display type is the raw numerical value entered.  This guide will show you how to change the grade display type to be displayed according to your assessment needs.

To change the default grade display type:

  1. Go to the Tools block and select Grades.
     
  2. Click on the Setup tab and hover your mouse over Setup and select Unit grade settings.
     
  3. Under the Grade item settings heading, assign the Grade display type from the available options.

    • Default (Real) – displays raw numerical value
    • Real – displays raw numerical value
    • Real (percentage) – displays raw numerical value with percentage in brackets
    • Real (letter) – displays raw numerical value with letter in brackets
    • Percentage – displays a percentage value
    • Percentage (real) – displays a percentage with a raw numerical value in brackets
    • Percentage (letter) – displays a percentage with letter in brackets
    • Letter – displays letter according to letters set up in the Letters tab
    • Letter (real) – displays letter with raw numerical value in brackets
    • Letter (percentage) – displays letter with percentage in brackets
  4. Click Save changes.

Use categories to weight grade items

There are a few different ways to weight activities in Gradebook. This guide shows you how to weight activities using categories. It is quite easy to do. Simply create a category for each weighting, move the grade items into the appropriate categories and Gradebook will scale the marks. We will use an example to demonstrate.

Scenario: There are three tasks making up assessment in a unit:

  • Two Quizzes, each marked out of 20, worth 10% of the unit total
  • Three Assignments, each marked out of 100, worth 40% of the unit total
  • Two Turnitin Assignments, each marked out of 100, worth 50% of the unit total
  1. First, set up three categories: Quizzes, Assignments and Turnitin Assignments. Go to the Tools block and select Grades.
     
  2. Select Setup tab.
    This will display a list of all graded activities in your unit, but in no particular order. Creating categories will allow you to structure and weight the items to produce a unit total of 100.
     
  3. Click Add category at the bottom of the page.
  4. Enter a Category name e.g. Quizzes.
  5. Select Simple Weighted Mean of grades for Aggregation. This allows you to set the total for the category, i.e. the weighting and means that if activities within a category have different values, the category total will weight them accordingly. This is the most commonly used aggregation type, but more information about other aggregation types can be found here (link to http://docs.moodle.org/21/en/grade/aggregation ).
  6. Click to expand the Category Total header.
  7. Click the Show more button to expand the available options.
  8. Enter a Category total name (try to abbreviate to a short name, e.g. Quiz Total.)
  9. Enter a Maximum grade (this is the weighting). For the Quizzes category, set the Maximum grade to be 10 as it is worth 10% of the unit total.
  10. Click Save changes.
  11. You will see the Quizzes category appear at the bottom of Gradebook. You now need to move both quizzes into this category.
    • Click on the Move icon  next to the name of the quiz you wish to move.
    • Click on the arrow  icon to move the quiz.
       
    • Scroll to the bottom and click Save changes.
    • Repeat this process to move the second quiz.
  12. Repeat the process to move the assignments into the Assignments category.
  13. Repeat the process to move the Turnitin assignments into the Turnitin Assignments category.
  14. Gradebook will now show as below. Note that the total of each category should match the weightings and the unit total is 100. Click Save changes.
     
  15. Click on the View tab at the top of the screen to see the Grades and Categories.

Multiple tasks with different weightings

Scenario:

There are three essays (that contribute the final 35% of the overall total mark).  However, these will need individual weighting (and the collective scaling).  The convenor wants to mark each essay out of 100 for consistency but Essay 1 and 2 are each only worth 25% of the total mark for essays ie. each worth 25% of 35.  Essay 3 has a heavier weighting and is worth 50% of the total mark for essays ie. 50% of 35.

For example:

Essay 1  …  /100 worth 25% of the essay total 35

Essay 2  …  /100 worth 25% of the essay total 35

Essay 3  …  /100 worth 50% of the essay total 35
__________________________
Essay total  …  / 35

  1. Go to the Tools block and select Grades.
  2. Select Setup tab.  This will display a list of all graded activities in your unit, but in no particular order.
  3. Click on Add category.
  4. Enter the Category name Essays.
  5. For Aggregation, select Weighted mean of grades.
  6. Click to expand the Category Total heading.
  7. Click on Show more and give the Category total a meaningful name.  Eg. Essay Weighted 35%, otherwise the column will remain titled Category total which can be confusing to students.
  8. Enter a Maximum grade (this is the weighting).  For our example, set the Maximum grade to be 35 as it is work 35% of the unit total.
  9. Click Save changes.
     

You will see the Essays category appear at the bottom of the Gradebook.  You now need to move the essays into this category.

  1. Tick the boxes (under the Select column) corresponding to individual tasks that you wish to include in the category created.
  2. From the Move selected items to menu choose the name of category you have created.  (In our example Essays)
     

     
  3. You can see the 3 essays inside the category called Essays.  Weighted Mean of Grades is used to weight the individual marks, before adding and then scaling them to give the grade for Essays out of 35.
    • For Essay 1, enter a weighting of 25.
    • For Essay 2, enter a weighting of 25.
    • For essay 3, enter a weighting of 50.
  4. Click Save changes.

Use categories for grade calculations

Once the basics of Gradebook have been configured you can further customise by using the category option (where appropriate) as demonstrated in this guide.

In some courses there may be a number of individual tasks that add up to provide a single grade for that task. For example…

A course may have a quiz every week, each with a different maximum grade, however, the quizzes are just one assessment item for the whole course weighted at 20% of the overall assessment. The grades achieved in each individual quiz will need to be added up and a weighted grade calculated.

This quick guide will step you through how to perform the calculations through Gradebook by using the abovementioned example.

Set up a category:

  1. Go to the Tools block and select Grades.
  2. Click on Setup. This will display all assessment tasks.
  3. Click on Add category at the bottom of the page.
  4. Enter a Category name. (In our example, Quizzes)
  5. Select Simple Weighted Mean of grades for Aggregation.
  6. Click to expand the Category Total header.
  7. Click the Show more button to expand the available options.
  8. Enter a Category total name (try to abbreviate to a short name, e.g. Quiz Total.)
  9. Enter a Maximum grade (this is the weighting). For our example set the Maximum grade to be 20 as it is worth 20% of the unit total.
  10. Click Save changes.
     

Add tasks to the category created:

  1. Tick the boxes (under the Select column) corresponding to individual tasks that you wish to include in the category created.
  2. Click on the dropdown list next to Move selected items to and select the name of category you have created. (In our example, Quizzes)
     

Set up calculation:

  1. In the category you created, go to the Category Total and under the Actions column select Edit and Edit Calculation.
     
  2. Scroll down the page to find the ID numbers for each quiz.  In our example the ID numbers are [[Q1]], [[Q2]] etc.
     
  3. Back up the top of the page enter the Calculation.
    =sum([[Q1]]*0.125,[[Q2]]*0.125,[[Q3]]*0.125,[[Q4]]*0.125,[[Q5]]*0.125,[[Q6]]*0.125,[[Q7]]*0.125,[[Q8]]*0.125)

    In our example, there are 8 quizzes of equal weight therefore each quiz will contribute 12.5% to the final grade for quiz. To work this out we enter each ID number, inside double square brackets, followed by *0.125 (to show that 12.5% of the grade is to be added) separated by commas.
     
  4. Click Save changes to return to Setup.
  5. Review category details and click Save changes.
  6. Click on View tab to go to Grader report.  The category created will display as a new column.

Export and import grades

To export grades:

  1. Go to the Tools block and select Grades.
  2. Click on the Export tab.
  3. The recommended file types to export are Plain text file or Excel Spreadsheet with Excel spreadsheet as the default.  Hover your mouse over Export to select a different file type.
  4. Select the Grade items to be included/excluded in the export.
  5. Click Download.
     

To import grades (CSV file):

Before you import a file to Gradebook, you will need to ensure the file is compatible. Check that:

  • the file type is a .CSV file or TXT file; and
  • the file contains an Identifier field e.g. ID number and other grades column(s) e.g. Quiz: Week 2, Quiz: Week 3, Quiz: Week 4.
     

    If your file has been exported from Gradebook and you wish to import it back into Gradebook, ensure that the Identifier field is not blank (as shown below).
     

    If blank, you will need to delete the row(s).
     
  1. Go to the Tools block and select Grades.
  2. Click on the Import tab.  Hover your mouse over Import and ensure that the CSV file tab is selected.
  3. Click on the Choose a file… button.
  4. Click Browse to search for the file you wish to import.
  5. Click Upload this file.
  6. If you are importing a .CSV file, select Comma for Separator.  If you are importing a .TXT file, select Tab for Separator.
  7. Click Upload grades.
     
  8. In the Map from field, select the Identifier field from your file.  If you initially exported your students details from the Gradebook and are now importing their grades, the identifier will be ID Number.
  9. In the Map to field, select ID number. This field is the Identifier field from iLearn.
     
  10. The Grade item mapping section lists all the fields (i.e. columns) from the file you are importing. For each field, use the dropdown menu to:
    • Select the name of a Gradebook column to map the field to; or
    • Select new grade item to import the field to a new column in Gradebook (that will carry the field name); or
    • Select ignore if you do not wish to import the field.

  11. Click Upload grades.

Separate tasks for internal and external students

A unit with both internal and external students has a separate written assignment for each.  Each assignment is marked out of 100 but is worth only 20% of the overall mark.  This method will result in the Gradebook balancing to 100 rather than 120 because of the 2 tasks.

  1. Go to the Tools block and select Grades.
  2. Click on the Setup tab.  This will display a list of all graded activities in your unit, but in no particular order.
  3. Click Add category.
  4. Enter the Category name.  For our example, we will use Internal and External.
  5. For Aggregation, select Highest grade.  This will exclude the empty grade from the calculation and give the required mark out of 20.
  6. Click on heading Category Total to expand.
  7. In the Maximum Grade field, enter the weighting of the category total. For our example, set the Maximum grade to be 20 as it is worth 20% of the unit total.
  8. Click Save changes.
     

The next step is to create two more sub-categories within this, one for the internal assignment and the other for the external assignment:

  1. Click Add category.
  2. Enter the Category name.  For our example, we will use Category Internal.
  3. For Aggregation, select Simple Weighted Mean of Grades.  This is used to scale the mark ../100 to ../20
  4. Click on the heading Category total to expand.
  5. Enter a Maximum grade (this is the weighting).  For our example, set the Maximum grade to be 20 as it is worth 20% of the unit total.
  6. Click on the heading Parent category to expand.
  7. For Parent category, select Internal and External from the dropdown list.
  8. Click Save changes.
  9. Repeat steps 1 - 8 to create Category External.
     

You will see the Internal and External category appear at the bottom of the Gradebook.  You now need to move both the assignments into this category.

  1. Tick the boxes (under the Select column) corresponding to individual tasks that you wish to include in the category created.
  2. From the Move selected items to menu choose the name of category you have created.  (In our example, Category Internal)
     
  3. Click Save changes.
  4. Repeat these steps so both the Internal and External assignments appear in the correct categories.


    If you only have one task each for external and internal students it is possible to use only one category, however the above method allows for multiple tasks.

Optional tasks in Gradebook

Scenario - Students must complete 3 tasks, but only their top 2 scores will count

This example can work in 2 scenarios with the instructions the same for both. 

Students must complete 3 tasks, but only their top 2 scores count. 

OR

Students also have the option of choosing to do any 2 of 3 set tasks.

In our example, each task is marked out of 100 and together the 2 submissions are worth 30% of the overall total.

  1. Go to the Tools block and select Grades.
  2. Click on the Setup tab.  This will display a list of all graded activities in your unit, but in no particular order.
  3. Click Add category and enter a Category name eg. Category Optional 2 of 3.
  4. For Aggregation, select Simple weighted mean of grades.
  5. Click Show more.
  6. For Drop the lowest select 1.
     
  7. Click on the Category Total heading to expand it.
  8. Enter a Maximum grade (this is the weighting).  For our example, set the Maximum grade to be 30 as it is worth 30% of the unit total.
  9. Click Save changes.
     

You will see the new category Category Optional 2 of 3 appear at the bottom of the Gradebook.  You now need to move the assignments into this category.

  1. Tick the boxes (under the Select column) corresponding to individual tasks that you wish to include in the category created.
  2. From the Move selected items to menu choose the name of category you have created.  (In our example, Category Optional 2 of 3)
     
  3. Click Save changes.
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