NOTE: CNA requires that Final Exam Grades and Final Calculated Grades not be released to students. See HIDING GRADE ITEMS.

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2 The D2L Gradebook is the recommended/required method of record keeping for all CNA courses. This ensures your records are maintained along with your class list, assessment items (if used), etc., and allows students to view their grades as they progress through the course. TABLE OF CONTENTS 1.0 ONLINE COURSE: LOGIN ACCESSING YOUR COURSE(S) GRADE BOOK: SETTINGS THE GRADES SETUP WIZARD GRADE BOOK: SETUP GRADE BOOK - A CLOSER LOOK CREATING GRADE CATEGORIES CREATING NUMERIC GRADE ITEMS (WITHIN A CATEGORY) CREATING NUMERIC GRADE ITEMS (WITHOUT A CATEGORY) MODIFYING YOUR EXISITNG GRADEBOOK HIDING GRADE ITEMS GRADE BOOK: GRADES ENTERING GRADES PREPARING GRADES FOR PEOPLESOFT PEOPLESOFT: THE INTERFACE USING PEOPLESOFT - FACULTY CENTER CLASS ROSTER TRANSFERRING NUMERIC GRADES FROM D2L TO PEOPLESOFT ENTERING NON-NUMERIC GRADES IN PEOPLESOFT (PASS/FAIL, PNP) ENTERING UNIQUE GRADES IN PEOPLESOFT (WPM, 70% PASSING, PRACTICAL, etc.) CHECKLIST CHECKLIST NOTE: CNA requires that Final Exam Grades and Final Calculated Grades not be released to students. See HIDING GRADE ITEMS. i Revised April 25, 2017

3 1.0 ONLINE COURSE LOGIN

4 1.1 ACCESSING YOUR COURSE(S) To access your online course(s) visit the Distributed Learning web site at using your browser (Microsoft Internet Explorer (RECOMMENDED) or Google Chrome). Click the Course Login link at the top of the page. You can then proceed to log into your online course(s) using your CNA User Name and Password. (AD\ is not required) Under the My Courses widget in D2L you will see a list of courses to which you have access. Click the title of the course you want to access. To return to the list of courses, click the My Home link at the top of the page. Click to watch a DL KNOW HOW video about Accessing Your Course(s). 2

5 2.0 GRADE BOOK SETTINGS

6 This manual will show you how to set up the appropriate grading system and scheme required for export to PeopleSoft. NOTE: Many options in the Grades Setup Wizard have explanations on what each option can do. Get Help On icons you can click to find additional 2.1 THE GRADES SETUP WIZARD To access the grade book, click the Assessments link in the Course Home Navbar, then select Grades. In the Grades tool, if a grade book is not set up or imported for your course, you will automatically see the Grades Setup Wizard page when you first navigate to the Grade tool. Click the Start button to begin. NOTE: If you imported the grade book components from a previous version you may still need to manually adjust these settings to ensure proper export. You will need to click the Setup Wizard link. The Grades Setup Wizard guides you through a 7-step process to set up your grade book. The steps outlined in the following pages show the REQUIRED/RECOMMENDED settings for your CNA course(s). 4

7 1. STEP 1: Choose Grading System - The grading system determines what kind of valuation system is applied to categories and grade items in your grade book. Select the Weighted option. (Grade items and categories are calculated as a percentage of a final grade worth 100%.) 2. STEP 2 Final Grade Released - The type of final grade calculation you want to release to PeopleSoft. Select the Adjusted Final Grade option (REQUIRED). (Allows you to manually change the final grade calculation without affecting grade item scores.) 3. STEP 3: Grade Calculations - The grade calculations step provides additional choices for calculating users grades. Specifically, it lets you decide how you want to calculate ungraded items and whether you want to keep users final grades up to date automatically. Under Ungraded Items, select Treat ungraded items as 0. (Grade items that you have not entered grades for automatically count as 0 towards users final grades.) Under Auto Update, select Automatically keep final grade updated checkbox. (Final grades are automatically adjusted after changing a grade item or a calculation option. If you do not select this option, you must manually go to grade book to perform final grade recalculations.) 4. STEP 4: Choose Default Grade Scheme - Grade schemes define how grades are organized or labeled within a course or for a specific grade item. (You can create grade schemes at the organization level and make them available to courses, or you can create grade schemes for use only at the course level.) 5

8 Select a grade scheme that matches how final grades are released to users by your institution. For example, if letter grades (e.g. A, B+, C-) are used at your institution, create or select an existing Letter grade scheme and apply it as the default grade scheme. 5. STEP 5: Managing View Display Options - You can set the number of decimal places that display for items in your grade book. (The default value is 2.) (This option does not manage how many decimal places are displayed to students.) Under Decimals Displayed, change the number of decimal places to display from 2 to 0. (REQUIRED) 6. STEP 6: Student View Display Options - This step controls how grades appear to users. Under Grade Details, check the Grade scheme symbol checkbox. (REQUIRED - allows grades to be uploaded to PeopleSoft at the end of term) Under Decimals Displayed, change the Number of decimal places to display to 0. (REQUIRED) Under Final Grade Calculation, the Display final grade calculation to users MUST NOT be checked. (REQUIRED CNA requires that Final Grade Calculation not be released to students) 7. STEP 7: Grade Setup Summary - The final step summarizes the choices you made while setting up your grade book. If you change your mind on any of the choices, click Go Back to return to the step and adjust it. Clicking Finish on this page completes the set up and returns you to a list of options for continuing work in the Grades tool. Watch a DL KNOW HOW video about The Grades Setup Wizard. 6

9 3.0 GRADE BOOK SETUP

10 3.1 GRADE BOOK - A CLOSER LOOK Before you continue, it is important that you are familiar with each of the following terms: Grading System: The grading system determines how the grade items in your grade book contribute to the students final grades. Grade Book: Contains your course s grade items, which represent all the work that you want to evaluate in a course. Grade items can include assignments, quizzes, discussions, attendance, and more. Grading Scheme (RECOMMENDED): Organizes students performances on grade items into levels of achievement (for example, letter grade, numeric grade, or text). Before you create your grade book, you should refer to the course evaluation scheme specified in your course outline. (See PIRS for current version.) In this first example, we ll use the evaluation scheme from BL1021. The current scheme specifies: Labs/Assignments: 15% Tests: 30% Midterm Exam: 15% Final Exam: 40% In this case, you might want to create the following categories: Labs and/or Assignments and Tests. (see 3.2 CREATING GRADE CATEGORIES) You would then add a separate item for each assessment you create. Your assessment might look like: (Category) Labs 9% Lab 1-3% Lab 2-3% Lab 3-3% (Category) Assignments 6% Assignment 1-3% Assignment 2-3% (Category) Tests 30% Test 1-15% Test 2-15% Not all courses will require the use of categories. In this example from SC1160, you ll notice that the number of assessment items is limited. In this case, you might choose to set up a category for Tests or, more likely, you might decide not to use categories at all. (see 3.3 CREATING NUMERIC GRADE ITEMS (WITHOUT A CATEGORY) Term Test #1: 20% Term Test #2: 20% Research Project: 20% Final Examination: 40% REMEMBER: You can click the Get Help On icon to find additional information. NOTE: If your course is based on a non-evaluative grading basis such as Pass/Fail or PNP, continue on to Section 5.4. Non-evaluative forms of grading cannot currently be imported from D2L. 8

11 3.2 CREATING GRADE CATEGORIES Grade Categories can be used to organize your grade book. Grade items can be grouped so that marks are split over a number of grading projects. To create a grade category: 1. To access the Grade tool, click the Assessments link in the Course Home Navbar, then select Grades. You will see a list of students registered in your course and their marks, if any are entered. Enter Grades & Manage Grades cannot be deleted/changed and are hidden from students automatically. 2. Make sure you're in Manage Grades. 3. Click the New button and select Category. 4. Enter the Category Name. Enter a Short Name for the Category if you'd like, it is not required. The Short Name is only visible to faculty/staff with access to the grade book. Enter a Description if you'd like to share additional information about the Category. By default, the Description field is collapsed, so you may need to click Show Description to expand it. 9

12 5. Enter the Weight of the Category. If students will have any opportunities to earn extra credit or bonus points check the box to the left of Allow category grade to exceed category weight to allow users' grades for the category to exceed 100%. E.g. 105% 6. Decide how you'd like weight to be distributed across grade items in the Category: Manually assign weight to items in the category: Allows you to manually assign weight to each grade item in the category. Use this option if grade items within the category should have different weights. (Contact the DL Faculty Trainer or the DL Help Desk to assist you.) Distribute weights by points across all items in the category: Assigns a weight to each item in the category that is proportionate to how many points the assignment is worth. Weights are automatically recalculated as grade items are added to the category. (Contact the DL Faculty Trainer or DL Help Desk to assist you.) Distribute evenly across all items: When grade items are placed in the category, the weights of all gradeitems are automatically recalculated so that all grade items in the category have equal weight. If you select this option, you have the ability to drop high or low scores from the Category's calculation. 7. Click one of the Save options at the bottom of the screen to save your changes: Save and Close: Returns you to the Manage Grades screen. Save and New: Allows you to begin creating a new Category. Save: Saves any changes and stays on the same screen. Watch a DL KNOW HOW video about Creating Grade Categories. 3.3 CREATING NUMERIC GRADE ITEMS (WITHIN A CATEGORY) Numeric grade items can be used to assign a number value for students' scores. The combined weight of each item, within the category, must equal 100%. 1. To begin, make sure you're in Manage Grades. 2. Click the New button and select Item. 10

13 3. Click Numeric from the list of available Grade Item Types. (99% of our items will be Numeric.) If you have a Pass/Fail course, you can choose that option. 4. Enter the grade item Name such as Assignment 1 or Midterm Exam. You can enter a Short Name (Assign1 or Mid) to display in the gradebook. It is not required but can help to keep your gradebook organized by decreasing the column width. 5. Select a category from the Category drop-down list or click New Category. 6. Enter a Description of the grade item if you'd like. 7. Enter the value you want the item graded out of in the Maximum Points field. Maximum Points is what you grade your item out of. If you grade everything out of 100 then that s what you type in. If you grade your item out of 65 that is what you type in. 8. If you are using the weighted system, enter the Weight (%) you want the grade item to contribute to the category. (This is not the same as the weight of your overall course evaluation. e.g.: 10% of a category worth 30% would be 3% of the final grade. 9. If you want users grades to exceed the total value of the item, select the Can Exceed check box. 10. Select the Bonus check box if you want the item counted as a bonus item. 11

14 11. Now you can click Save and New, if you want to create more items or Save and Close, if you have all your items created. NOTE: D2L provides a warning indicator, similar to the image below, to help ensure that your calculations are correct. Keep making adjustments until the red note disappears. Your total evaluation must equal 100%. Watch a DL KNOW HOW video about Creating Numeric Grade Items Within A Category. 3.4 CREATING NUMERIC GRADE ITEMS (WITHOUT A CATEGORY) There may be instances where Categories are simply not necessary, for example, if your course has only one assignment/project, a midterm and a final. Setting up your gradebook items, in this case, is still a very straightforward process with only minor variations from the instructions above: 1. To begin, make sure you're in Manage Grades. 2. Click the New button and select Item. 3. Click Numeric from the list of available Grade Item Types. (99% of our items will be Numeric.) If you have a Pass/Fail course, you can choose that option. 12

15 4. Enter the grade item Name such as Assignment 1 or Midterm Exam. You can enter a Short Name (Assign1 or Mid) to display in the gradebook. It is not required but can help to keep your gradebook organized by decreasing the column width. 5. Enter a Description of the grade item if you'd like. 6. Enter the value you want the item graded out of in the Maximum Points field. Maximum Points is what you grade your item out of. If you grade everything out of 100, then that s what you type in. If you grade your item out of 65, that is what you type in. 7. If you are using the weighted system, enter the Weight you want the grade item to contribute to the final grade. So if your Midterm is worth 30% then you type in 30. If your assignment is worth 10% then you type in If you want users grades to exceed the total value of the item, select the Can Exceed check box. 9. Select the Bonus check box if you want the item counted as a bonus item. 10. Click Save and New, if you want to create more items or Save and Close, if you have all your items created. NOTE: D2L provides a warning, similar to the image below, to help ensure that your calculations are correct. Keep making adjustments until the red note disappears. Your total evaluation must equal 100%. Watch a DL KNOW HOW video about Creating Numeric Grade Items Without A Category. 3.5 MODIFYING YOUR EXISTING GRADEBOOK The following video shows you how to make changes to your existing gradebook. Watch a DL KNOW HOW video about Modifying Your Existing Gradebook. 13

16 3.6 HIDING GRADE ITEMS For whatever reason, you may choose to not display grade items in the grade book to students. Often times, instructors mistakenly hide the grade items in their own view settings, but the grade item is still visible to students. The proper method of hiding a grade item is below. IMPORTANT: College of the North Atlantic requires that Final Exam Grades and Final Grade Calculation are not released to students within the D2L Gradebook. 1. From within your D2L course, click on Grades. 2. Click on Manage Grades. 3. Click on the Grade Category or Grade Item you'd like to hide. If you hide a category, all grade items within that category will also be hidden. 4. Click on Restrictions and select either "Hide this grade item" or "Hide this category," depending on which you're currently hiding. You can also choose to hide the grade item or category for specific dates by choosing the appopriate options, as shown above. 5. Click Save and Close when finished. NOTE: Even though the grade item or category is hidden to students, YOU will still see it in the grade book. This is so that you can enter grades if needed, while keeping grade items and categories hidden to students. This is also so that, if you change your mind, you can still find the grade item to "unhide" it. 14

17 4.0 GRADE BOOK GRADES

18 4.1 ENTERING GRADES Use the Enter Grades page to enter individual grades for your users. By default, this area displays your grade book organized by name. (to list names alphabetically click on the Last Name.) 1. On the Enter Grades page, click Grade All from the context menu. 2. Enter grades in the Grade fields. (NOTE: Trades Instructors - If required you can enter single or multiple grades and leave grade fields for other students blank.) 3. Click Feedback if you want to add comments on a user s performance. 4. Now you can click Save and Close, if you have all your grades entered. Watch a DL KNOW HOW video about Entering Grades. NOTE: Manually entering grades directly into the Final Calculated Grade column will result in a loss of data when attempting to transfer to PeopleSoft. At least one grade item (column) is required to record grades before attempting to transfer. 4.2 PREPARING GRADES FOR PEOPLESOFT CNA uses PeopleSoft information systems in order to manage student records. Once you have entered all your grades, you must fill in the Final Adjusted Grade column with whole numbers (no decimals). This is the column that PeopleSoft will access for the Students grades. 1. On the Enter Grades page, click Grade All from the Final Adjusted Grade category s context menu. 16

19 2. To transfer the marks from the Final Calculated Grade column to the Final Adjusted Grade column, do one of the following: Click Transfer All from the Final Grades context menu at the top of the page. A Confirmation Dialogue Box will appear. Clicking Yes will transfer and save all grades. NOTE: It is still possible to revise individual grades manually after completing this step. Enter an adjusted final grades individually or click the Transfer Final Calculated Grade to Final Adjusted Grade icon. Click the Save option and click Yes in the Confirmation Dialogue Box. NOTE: It is still possible to revise individual grades manually after completing this step. Watch a DL KNOW HOW video about Preparing Grades for PeopleSoft. 17

20 5.0 PEOPLESOFT THE INTERFACE

21 Once you have reviewed and confirmed your Final Adjusted Grades in D2L, you will initiate an import of grades through the PeopleSoft Interface - Faculty Center. Please make sure that you are logged in to the Student Services / Human Resources section using your CNA credentials without the AD/ using Internet Explorer ONLY. 5.1 USING PEOPLESOFT - FACULTY CENTER The Faculty Center is a self-service component that allows you to: view your class and exam schedules. view your class and grade rosters. enter grades post grades for approval. 1. To access the Faculty Center, click the Self Service link in the menu navigation, then select Faculty Center. 2. Click My Schedule from the category's menu. A list of all your classes/courses for the current semester will be displayed. Class Roster: View enrolled students for a specific course. Grade Roster: Import grades from D2L or manually enter grades. These icons are the only options available to you and are the only ones required for grading. Watch a DL KNOW HOW video about Using PeopleSoft Faculty Center. 19

22 5.2 CLASS ROSTER The Class Roster displays the student s name, ID number and photo for the selected course. Information about the course is also available. You can sort the roster in a variety of ways by selecting table headings. 1. To view the roster for a specific course, click Class Roster. A list of all enrolled students for the course will be displayed along with the course title at the top. You can change the course you are viewing by clicking Change Class next to your course title at the top of the page. This will return you to the My Schedule page to choose another course. Ensure that you re logged in to CNA Student Services/Human Resources using your CNA account without the AD/. Watch a DL KNOW HOW video about Class Roster. 20

23 5.3 TRANSFERRING NUMERIC GRADES FROM D2L TO PEOPLESOFT This section lists the typical sequence of events that users experience during the grades import process. 1. To begin, click Grade Roster (lists all students for the selected course) from the My Schedule page. 2. To import the Final Adjusted Grade column from your D2L course, click Import Grades. These grades should be whole numbers (no decimals). IMPORTANT: If you get the following error Student does not exist in the LMS while attempting to import grades you will need to go back to 2.0 GRADE BOOK SETTINGS and complete the 7 steps of the wizard. 21

24 Here you can see the imported grades next to each name. 3. Verify your grade(s) and click Save. You can still edit the grades after completing this step. 4. If you entered a partial grade book (single or multiple grades) you MUST contact your registar s office to complete a Partial Post. DO NOT complete the next step (step 5) until your gradebook is complete. 5. FINAL STEP: Once your grade book is completed and no further changes are necessary, change the Approval Status to Ready for Review. The Registrar s Office will review the grades for final submission and make the grades available to students. NOTE: you CANNOT change your marks after this step. If you were not finished with your gradebook and you accidentally changed the status to Ready For Review you will need to contact the registrar at your campus to have the gradebook reopened (see the video below entitled, Reopening Your Gradebook ). However, if the grades have been reviewed and posted by the registrar staff it cannot be re-opened. Watch a DL KNOW HOW video about Transferring Grades from D2L to PeopleSoft. Watch a DL KNOW HOW video about Reopening Your Gradebook. 22

25 5.4 ENTERING NON-NUMERIC GRADES IN PEOPLESOFT (PASS/FAIL, PNP) Your D2L course only allows whole numbers to be entered in the Gradebook. You must use the Faculty Center in PeopleSoft to manually assign a non-evaluative grade to indicate various mark conditions in a course (AB, DF, F, IN, INP, NP, NS and P). You may also enter the grades manually. To begin, access the Grade Roster as in the previous section. 1. To assign a non-evaluative grade (AB, DF, F, IN, INP, NP, NS and P), click in the Roster Grade dropdown box next to each student s name, and scroll to the bottom of the list. AB - DF - F - IN - Deferred Drop Fail Fail Incomplete In Course INP - NP - NS - P - Incomplete But Grading In Progress No Final Paper Submitted No grade/paper Submitted Pass To enter a grade manually, click a predefined grade. the Roster Grade dropdown box next to each student s name and select 2. Verify your grades and click Save. You can still edit the grades after completing this step. 3. If no further changes are necessary, modify the Approval Status to Ready for Review and then click Save. The Registrar s Office will review the grades for final submission and make the grades available to students. IMPORTANT: You CANNOT change marks after this step. If you accidentally changed the status to Ready For Review you will need to contact the registrar at your campus to have the gradebook reopened (see the video in Section 5.3 (page 21) entitled, Reopening Your Gradebook ). However, once the grade book is posted by the registrar staff as final post it cannot be re-opened. Watch a DL KNOW HOW video about Entering Non-Numeric Grades in PeopleSoft. 23

26 5.5 ENTERING UNIQUE GRADES IN PEOPLESOFT (WPM, 70% PASSING, PRACTICAL, etc.) Some programs/courses have approved differences in grading practices and require an alternative grading scheme. 1. Select the Transcript Note tab and select the corresponding Note link. 2. Click Look Up next to the Note ID box to see the available notes. Leave the Look Up box blank for a complete list of Note IDs. Here is the complete list. 24

27 3. Select the link for the desired note (70%, CLN, WPM, etc.). If required, enter the text for that specific note. EXAMPLE: If WPM is selected, you will be required to enter the student s actual Words per Minutes in the Transcript Note. 4. To return to the Grade Roster, click OK. 5. Verify your grades and notes and click Save. You can still edit the grades after completing this step. 6. If no further changes are necessary, modify the Approval Status to Ready for Review and then click Save. The Registrar s Office will review the grades for final submission and make the grades available to students. IMPORTANT: You CANNOT change marks after this step. If you accidentally changed the status to Ready For Review you will need to contact the registrar at your campus to have the gradebook reopened (see the video in Section 5.3 (page 21) entitled, Reopening Your Gradebook ). However, once the grade book is posted by the registrar staff as final post it cannot be re-opened. Watch a DL KNOW HOW video about Unique Grading Circumstances. 25

28 6.0 CHECKLIST

29 6.1 CHECKLIST Beginning of Semester Log into D2L (using CNA regular credentials (no AD)) Scroll down or use the Select A Course option to access your course. Review your Grade Book Settings to ensure that the required settings are correct. (Step 2.1 in the Guide) Set up your Grade Book. (Steps 3.1, 3.2 & 3.3 in the Guide) Click on Manage Grades to create your Evaluation/Grading Scheme according to your PIRS outline. Check to make sure your students are in alphabetical order. If not, click on Last Name to put them in the right order by last name. During Semester Enter grades under the Enter Grades option from the menu at the top. (Step 4.1 in the Guide) Ensure that the Final Exam Grade and Final Grade Calculation are hidden from students. (Step 3.6 in the Guide) NOTE: Grades may automatically appear in the grade book if associated with assessment items within your course(s). End of Semester Review term grades especially Final Calculated Grade column. Transfer grades to the Final Adjusted Grades column for export to PeopleSoft. (Step 4.2 in the Guide) Make sure that each grade is a whole number. Decimal places need to be deleted. Log in to the Student Services/HR Portal. Click on Faculty Center and My Schedule. (Step 5.1 in the Guide) Select your Course Grade Roster. (Step 5.2 in the Guide) Click the Import Grades Button and grades will be imported from your DL course. (Step 5.3 in the Guide) If required, enter any non-numeric entries. (Steps 5.4 & 5.5 in the Guide) Set Approved Status to Ready for Review on the Student Grade tab. This is the final step and cannot be reversed. (Part of Step 5.3 in the Guide) 27

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