Setup in LEARN:

Before you start to transfer your LEARN grades to Colleague first check to ensure your LEARN gradebook is setup correctly, that student grades make sense, and that you have transferred the final calculated grades to the Final Adjusted Grades column in LEARN. Click here for instructions to transfer final calculated grades to Final Adjusted Grades.

Note: Student grades do not have to be published to students to transfer them to Colleague.

Instructions:

1. Go to hub.rrc.ca and open the Class List Click Submit Grades under the course you want to transfer grades for. (Please note that Crosslisted courses for may require the child sections grades to be transferred via the original Webadvisor process. This is a temporary issue which won’t affect future deliveries.)
2. You should now see a list of students, their grade in the LEARN gradebook, and a suggested grade based on their LEARN grade. If the Suggested Grade already exists and has no drop-down option, this means that the grade has already been submitted to Colleague and can not be changed.
3. Select the checkbox beside the student’s name you wish to submit grades for, choose a grade from the drop-down list, or leave it as the default suggested value.If you select DNW or INC for a grade, you must set an expiry date for this temporary grade.To select all students in this section, check the box in the heading beside Student.
4. Once you have made all the changes you want, click Submit Grades. The number to the right of Submit Grades represents the number of students who will have grades submitted. Submitting grades can take some time.
5. Once your grades have been submitted, you should see a green success message and on closing the message, you will return to the previous screen. From here you can continue to submit grades as needed.

If changes need to be made to grades after submitting please contact your applicable Student Records Officer (SRO) through Enrolment Services.

If you encounter any issues with this process, please email LEARN support at learn@rrc.ca.

Description:

This video will show how to set up categories and grade items in your gradebook.

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• Move your mouse to the lower right side of the video window.
• Click the menu item represented by three dashes
  
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Description:

This video will give an overview of the various elements of a completed gradebook.

To access the captioning for this video:

• Move your mouse to the lower right side of the video window.
• Click the menu item represented by three dashes
  
• If captions are available, click “Show Subtitles”
  

Viewing, Releasing, and Adjusting the Final Grade in LEARN

When you first set up your gradebook you made a decision about using a Final Calculated or Final Adjusted grade scheme. You can access these grades to view them, release them, or to adjust the final adjusted grade.

1. Enter the course and click “Assessments”, “Grades”
2. Enter the “Manage Grades” area.
3. Click the action button () next to “Final Calculated” or “Final Adjusted” grade.
4. Click “Grade All”.
5. You can now calculate the adjusted grade by clicking the calculator button (), add comments, and if you’re on Final Adjusted Grade you can release the grade to the students by clicking the check box beside their name under “Release Final Adjusted Grade”
   • You can release all the students’ grades by selecting the checkbox at the top of the list. This will select all the students and you can then click “release/unrelease” () to make the adjustments all at once.
   • There are several options (including Recalculate All, Transfer All, Clear All, etc.) hidden under the action button () beside “Final Grades”.
     
     
   • “Recalculate All” will allow you to change how the final adjusted grade is calculated.  This will give you the opportunity to remove grade items from all students final adjusted grade.

You’re able to release these grades to the students from under the “Enter Grades” area in the same way.

You can also access an individual student’s grades by clicking their name and then adjust or release their final grade individually.

(final calculated and adjusted grade for individual student)

Video: Adding Grades to your Gradebook

Transfering Grade to Final Adjusted

The final adjusted grade can be used to modify the final grade and drop grade items for recalculation.

• To access, click “Assessments” (1) and “Grades” (2)

• Scroll to the “Final Adjusted Grade” and click its menu button (1), next click “Enter Grades” (2)

• Click the menu item beside “Final Grades” (1) to access the bulk actions for your gradebook.
• “Recalculate All” allows you to drop grade items from the final grade calculation (if using gradebook categories your final grade will still sum out of 100% as it redistributes the grades weight within the category).
• In most cases, you will want to transfer the calculated grade to the adjusted grade column using “Transfer All” (2).

• You can manually adjust grades in the “Final Adjusted Grade” column (1), and recalculate individual users grades by clicking the calculator icon (2).

• If recalculating a users grade you will be able to select all grade items (1), select or deselect individual items (2), and once done “Calculate” (3) to make the change.

• In some cases you may wish to release a final grade for the students in LEARN. To do this click the “Release/Unrelease” (1) option.
  Note: you may wish to review/adjust your gradebook settings by running the gradebook setup wizard before releasing the grades. The setup wizard will allow you to choose the calculated or adjusted final grade for release.
• When everything is as you want it, click “Save and Close” (2).

Video:

Description:

The final adjusted grade in LEARN allows you to re-calculate the final grade based on different criteria for your class, or an individual student as well as override the calculated final grade.

Viewing Grades in the Gradebook

Grades can be manually viewed/entered/edited in the LEARN gradebook in a few different ways.

• Enter the gradebook by clicking “Assessments” (1), “Grades” (2)

• To view/add/edit grades for one grade item, click the menu beside the desired grade-item (1), click “Enter Grades” (2).
• You can also enter grades for multiple grade items by clicking “Enter Grades” (3)

• After clicking “Enter Grades” you will see your entire gradebook.
• You will see the “Standard View” which is a colour coded display. To edit/add from the “Enter Grades” area click “Switch to Spreadsheet View”

• You can now add/edit grades (1) for the entire class and all of the grade items.
• You can view/add/edit grades for one student by clicking that students name (2).

Video:

Description:

Categories are a great way to organise your gradebook and they come with some advanced functions otherwise unavailable to your gradebook.

Description:

This video will walk through the Gradebook Setup Wizard in LEARN which is the recommended first step when setting up a new gradebook.

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• Move your mouse to the lower right side of the video window.
• Click the menu item represented by three dashes
  
• If captions are available, click “Show Subtitles”
  

The Gradebook Setup Wizard

You can run the gradebook setup wizard on an existing gradebook or while setting up a new gradebook. It’s recommended as the first step when creating a new gradebook.

• Access the Gradebook by clicking “Assessments” (1) and then “Grades” (2).
  
• Click “Setup Wizard”
  
• Review the default settings and then click “Start”
  
• Step 1 of 7: Select the “Weighted” grade system. You will want your gradebook to sum to 100%. Click “Continue”
  
• Step 2 of 7: Choose how you would like your final grade to be released. Note that this setting will only affect how the final grade is displayed if you release that final grade in LEARN. If you do not release the final grade this setting will have no effect on the students gradebook. “Calculated Final Grade” (1) will be based exactly on how your gradebook is setup and calculate a final grade at the end. “Calculated Final Grade” has the additional option of “Automatically release final grade” (3) which will give the students a running total of how they re doing.  “Adjusted Final Grade” (2) will require you to enter an adjusted grade for each student before releasing that final grade.
  
• Step 3 of 7: Select how ungraded items are treated. “Drop ungraded items” (1) will recalculate the grade based on what values have been entered. If a student missed an assessment you would have to enter a 0 or they will have that assessment dropped from there final calculation. “Drop ungraded items” allows for flexibility in complex gradebooks.  “Treat ungraded items as 0” (2) is the safer and more often used option. This will indicate all ungraded items are a 0 until proven otherwise.
  
• Step 4 of 7: Select what grade scheme you would like to use. “Percentage” (1) is a percentage only grade scheme that will not display letter grades. There are 2 default grade scheme options (2) which both include letter grades. These schemes only differ in the colour coding and red “cause for concern” indicator. You can preview these grade schemes by clicking the preview icon (3). Note: Before running the setup wizard you can click the “Schemes” option and create your own custom grade scheme. This is useful for areas that use alternate schemes such as benchmark schemes.
  
• Step 5 of 7: Enter the number of decimal places you would like to see in your gradebook. Step 6 will allow you to enter a different value for the student view. Note that this is how many are displayed, and the system will store grade values to more decimal places if entered.
  
• Step 6 of 7: Select which student “Grade Details” (1) you wish for them to see, indicate the “Decimals Displayed” (2). The other defaults are typically good enough, but you can adjust them how you see fit.  Under the “Grade Details” (1) the “Points grade” is the points value you enter for the student grade, the “Weighted grade” is the what that points grade is worth towards the total grade, the “Grade scheme symbol” is typically the letter grade, and “Grade scheme colour” is part of the gradebook scheme and will indicate the cause for concern values in red.
  
• Step 7 of 7: Review the settings you have applied and click “Finish”
  
• After clicking finish you will be displayed some options you may wish to use (1) however all of those options are available from the “Manage Grades” (2) view.
  

Gradebook – Student View:  Hiding and Releasing Grade Items and Details

LEARN’s gradebook is a flexible tool that gives instructors a great deal of control over how information is released to students.

Hiding a Grade Item or Category from Student View

There are many reasons you may wish to hide a grade item or category from student view.  You may wish to release grade items on a specific date, or only show a cumulative grade through the category.

Note:  Hiding grade items within a category may still display a grade on the category depending on the category settings.

Hiding/Releasing a Grade Item

• Enter Course
• Click “Assessments”, and “Grades”
  
• From “Manage Grades” click the “action” button () beside the grade item you wish to hide/release, then click “Edit Grade Item”
  
• Click “Restrictions”
  
• Adjust the “Visibility” settings
  • “Grade item is always visible” will allow a student to see this grade item unless a release condition is restricting it’s view or there are higher level restrictions on its category
  • “Hide this grade item” will hide the grade item from student view until this setting is removed
  • “Grade item is visible for a specific date range” will allow for a timed release of the grade item unless a release condition is restricting its view or there are higher level restrictions on its category
  • Release Conditions can be applied to any grade item. A release condition in its simplest form is a setting that will restrict the release of an item until a defined condition has been met

Hiding/Releasing a Grade Category

To hide/release a grade category follow the same steps outlined for a grade item, except select the “Edit Grade Item” from the category’s “action” button ().  When you apply a restriction to a category it will apply the chosen settings to the items within that category.  Individual settings can still be applied to the item within allowing for staggered releases etc.  Note that even if an individual item in a category is hidden from student view a category by default will show a cumulative grade unless you change those settings.

Changing the Display Settings on a Grade Item or Category

When you first run the “Gradebook Setup Wizard” you made some decisions on what grade details you would like the students to see.  You can run the wizard at any point to make changes, make changes in settings or override those settings on individual grade items and categories.

Gradebook Setup Wizard

• Enter Course
• Click “Assessments”, and “Grades”
• Click “Gradebook Setup Wizard”
  
• Click “Start”
• Follow the prompts

Settings

• Enter Course
• Click “Assessments”, and “Grades”
• Click “Settings” near the upper right hand corner of the page
  
• Click “Personal Display Options” to adjust settings for your view
  
• Click “Org Unit Display Options” to adjust settings for student view

Override Settings in Grade Items/Categories

• Enter Course
• Click “Assessments”, and “Grades”
  
• From “Manage Grades” click the “action” button () beside the grade item or category you wish to modify the student view in and click “Edit Grade Item”
  
• Under “Properties” scroll to the bottom of the page, click “Show Display Options” if it is hidden
  
• Apply any optional “Student View” settings you may want
  
• Click “Override display options for this item” and remove or add options
  • By removing all options under “Override display options for this item” the student will not see any grade for that item. This may be an appropriate setting for a grade category if you are staggering the release of the individual grade items

Click “Save” or “Save and Close”

Releasing the Final Grade

By default the final grade is not visible to students.  It is up to the instructor if/when they wish to release that final grade to the students.

When using the “Gradebook Setup Wizard” to apply the initial settings in the gradebook, you will have decided if you wanted to release the final calculated or adjusted grade to the students. This setting will only affect what the student is able to see.  For your reference and purposes both the calculated and adjusted final grades are available.  You will notice throughout the wizard, and when you view the gradebook settings that there are distinct settings for student or instructor view.

Releasing the Calculated or Adjusted Final Grade

You can opt to release the final calculated grade at any time during a course. Releasing the final calculated grade early will show the students a running total of how they are doing in the course. Note that your program may have policies about not releasing the final grades to students outside of Webadvisor.

To release the calculated or final grade:

• Enter your course
• Click “Assessments”, and “Grades”
  
• From Enter Grades or Manage Grades click the “action” () button beside “Final Calculated Grade”, then click “Enter Grades”
  
• Note whether you are releasing the final adjusted or calculated grade based on the settings applied in the “Gradebook Setup Wizard” or settings
  
  • If you are releasing the final adjusted grade, you will first have to transfer all grades to the “Final Adjusted Grade” column
    • Click the “action” button () beside “Final Grades” (near the top of the page), click “Transfer All” or “Recalculate All”, make any adjustments needed and then “Save”
      
  • Click the “action” button () beside “Final Grades” (near the top of the page), click “Release All”
    • Manually release or un-release grades to specific students by checking or un-checking the box under the “Release Final Grade” column
  • Click “Save”