Using the Gradebook Transfer Wizard with Blackboard (Version 6, 6.3, 7) The Gradebook Transfer Wizard provides a simple way to transfer student grades from your Portal or CompClass directly to your Blackboard Learning System Gradebook. Before you can use the wizard, you will need to download a Gradebook file from your CMS. The file must be in.csv format. The Gradebook Transfer Wizard will use this file later, as a template for creating a file of portal grades to upload into Blackboard. To obtain the file from your Blackboard system: 1. Log into Blackboard and select your course. 2. Locate the Control Panel of your course in the left navigator bar. For technical support, call 1-800-936-6899 1
3. In the Assessment area, select Gradebook. 4. Select Download Grades. 5. From the Download Gradebook page, select Comma as the Delimiter type and click on the Submit button. For technical support, call 1-800-936-6899 2
6. On the following page, click Download. Note: The options you see in the Control Panel and Download Gradebook screens may vary. They will depend on your campus s Blackboard version and the settings created by your Blackboard administrator. If any of the steps described in this document are not available to you, please contact BFW technical support for help downloading and modifying the Gradebook file to work with the Gradebook Transfer Wizard. 7. A Download File window will appear as below. The exact appearance of this window will vary depending on your browser but you should see options to Open and Save. Save the file to a location where it can be easily found, such as your Desktop. The file will most likely be named gb_export.csv. For technical support, call 1-800-936-6899 3
Once you have your Blackboard Gradebook, you will be able to get started with the Gradebook Transfer Wizard. 1. Log into your Portal or CompClass course site. 2. Go to the Gradebook tab, and then select the Transfer Grades to LMS option from the top of the screen. 3. The Wizard will open to an Overview page, listing each of the four steps in the Transfer Procedure. On the left, each step is listed along with a brief explanation. On the right, a link directly to each step is provided, along with the date and time that the step was last completed. You will not need to complete all steps each time you export grades. On later occasions when you use the Gradebook Transfer Wizard, the links on the right allow you to go right to the step you need. For technical support, call 1-800-936-6899 4
Step 1. Upload your Blackboard Gradebook: This step uploads your Blackboard Gradebook into our system so that it can be later used to create a file containing your students Portal or CompClass grades. This must be done the first time you use the Wizard. Afterward, you will only need to perform this step if the students in your Blackboard Gradebook have changed. Click on the Browse button, then find and select the Gradebook file that you previously downloaded (usually named gb_export.csv ). When the file location appears in the field next to the Browse button, click SAVE AND GO TO NEXT STEP. For technical support, call 1-800-936-6899 5
Step 2. Match student names: This step matches the students in your uploaded Gradebook file with students registered in your Portal or CompClass course. You will need to perform this step the first time you use the Wizard, and later if you have new students, either in your Blackboard system or in your Portal or CompClass course roster. If you do not have new students in either system since the last time you completed Step 2, you may skip to Step 3. The Gradebook Transfer Wizard puts all students in your Portal and Blackboard rosters into three categories: Exact Matches, Guessed Matches, and Not Matched. Expand and collapse the lists of student names by clicking the Show this list and Hide this list links for each category. Exact Matches: If the first and last names of a student registered in your Portal/CompClass course exactly matches the first and last names of a student in the Blackboard Gradebook, the Gradebook Transfer Wizard will make an Exact Match. You can scroll through this list of names, and if any matches were made in error, simply click the unmatch button to the left of the student s name. For technical support, call 1-800-936-6899 6
When you click unmatch, the student s records will be moved from the Exact Match list to the Not Matched list. Guessed Matches: If a student s information in the Portal/CompClass and the Blackboard Gradebook do not exactly match, but are close enough that the Gradebook Transfer Wizard can guess at a likely match, the names will appear in the Guessed Matches list. This generally happens if students register with a nickname or variation of their first name on the Portal/CompClass, or if the names do not match but other identifying information (such as email address) points to a likely match. As with Exact Matches, simply click the unmatch button if any of the Guessed Matches are incorrect. Not Matched: It is normal to have some student records that can t be matched over the course of the semester. Students may only be registered in one of the two systems if they recently added or dropped the course, or if they did not purchase access to the Portal/CompClass site. However, if discrepancies in the two course rosters simply prevented the Gradebook Transfer Wizard from making a match, you can create the match manually by clicking the create match button to the left of the student s name as it appears in the Portal/CompClass Gradebook. In the example below, the Gradebook Transfer Wizard guessed that the Portal student Kris Johnson is the same student who is registered as Kristin Johnson with a Blackboard UserID of bb_7280. This is incorrect, so to disassociate these student records, click unmatch. The two records now appear in the Not Matched list: For technical support, call 1-800-936-6899 7
The student records for Sandra Peters and Sandra Wood also appear in the Not Matched list. To match these records, click create match next to the Sandra Peters entry in the Orphaned Portal Student(s) table, then click on the User ID next to the Sandra Wood entry in the Orphaned LMS Student(s) table. The names will be connected and appear in the Guessed Matches list. The match will be saved in this list the next time you go to Step 2 in the wizard. Once you have matched as many students as possible, click Save Matches, or SAVE AND GO TO NEXT STEP to go to Step 3. If additional students register for your Portal or CompClass For technical support, call 1-800-936-6899 8
course, you can return to Step 2 at a later date to match just the new students. The Gradebook Transfer Wizard will remember your earlier matches. Step 3: Choose grades to transfer: In this step, grades are selected for transfer from the Portal/CompClass to Blackboard. You will choose which grades to transfer the first time you use the Gradebook Transfer Wizard; when you transfer grades at a later date, you may either return to this step and select new grades to transfer, or go directly to Step 4 and download grades for the same assignments that you had previously selected. You will first need to decide whether you would like to transfer individual grades for each assignment, or just a single weighted average grade for each student, or both. If you select individual grades, a list of Portal assignments will appear. The first time you use the Wizard, all assignments will be marked for transfer. If there are Portal assignments that you do not want in your LMS, click the "do not transfer" button next to those assignments. Assignments you choose not to transfer will be marked in pink and your choices will be saved the next time you access the Gradebook Transfer Wizard. To change your mind and transfer these grades, simply click the transfer button. For technical support, call 1-800-936-6899 9
Step 4: Import grades to LMS: In this step, you will download the grades from the Portal/CompClass website in a format that is ready for import into the Blackboard Gradebook. Click the Download button to export the file from the Portal/CompClass site, and save the file to an easy to remember location on your computer (such as the Desktop). Once you have completed the four-step Gradebook Transfer Wizard, you will need to return to your Blackboard system and upload the grades. For technical support, call 1-800-936-6899 10
To upload grades from the Gradebook Transfer Wizard into Blackboard: 1. Return to your Blackboard course and go to the Control Panel. 2. In the Assessment area, select Gradebook. 3. Select Upload Grades 4. Click the Browse button and find the file that you saved earlier. Select it and click Open. It will appear in the field next to the Browse button. Then click Submit. 5. On the next screen, you will see a list of the Portal/Comp Class assignments under the heading Choose Imported Item or Choose Uploaded Item. Select one (or select the aggregate grades) to upload. If you have chosen to transfer individual grades, this will take longer than if you are transferring just the aggregate grades. 6. Under the header Choose Existing Item, select Create New Gradebook Item so the grades appear in a new column in your Gradebook. If you have created Gradebook items for these assignments already, you may also select the existing Gradebook item that corresponds to the Portal/CompClass assignment you are uploading. 7. Click Submit. 8. If you selected an existing Gradebook item, click OK on the prompt to replace the existing Gradebook item, and then proceed to Step 10. If you are creating a new Gradebook item, For technical support, call 1-800-936-6899 11
you will see a screen to Add/Modify Gradebook Item. Alter the Gradebook item s settings as you choose and Submit. 9. You will now see a confirmation screen that says Gradebook item successfully updated. Click OK. 10. You will now be presented with a screen titled Choose Rows to Import or Choose Rows to Upload. Select the students whose grades you wish to appear in the Gradebook by checking the boxes on the left, or click the Select All link. Click Submit to see a second confirmation screen, and then click OK. 11. You will now be sent back to the Gradebook overview, where the new grades will appear. To add more assignments from your Portal/CompClass file, repeat steps 4 10. Remember: On subsequent uses of the Gradebook Transfer Wizard, most of these steps can be eliminated. As long as your student roster in Blackboard remains the same, you will only need to download the original Blackboard Gradebook file and complete Step 1 once. If you need more assistance with the Gradebook Transfer Wizard, please contact technical support at 1-800-936-6899. For technical support, call 1-800-936-6899 12