Using the Gradebook Transfer Wizard with WebCT Campus Edition 4 *Note: WebCT has been acquired by Blackboard and WebCT has been re-named nationally to Blackboard Learning System, Campus Edition. However, it is still powered by the WebCT architecture and for the purposes of the Gradebook Transfer Wizard, the WebCT and Campus Edition nomenclature are still used. The Gradebook Transfer Wizard provides a simple way to transfer student grades from your Portal or CompClass directly to your Blackboard Learning System/WebCT Campus Edition 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 WebCT. To obtain the file from your WebCT Campus Edition system: 1. Go into the Control Panel of your course. 2. View the Expanded Control Panel, then from the Manage Course section, select Manage Students. For technical support, call 1-800-936-6899 1
3. In the field labeled Actions, under the header Options: Records, select Download from the drop-down menu and click the Go button. 4. Be sure Comma is selected as the Record Separator. Right-click on the Download button and select Save Target As from the menu. (Depending on your browser, the option might also be called Save Link As or something similar) For technical support, call 1-800-936-6899 2
5. Save the file to a location where it can be easily found, such as your desktop. The file will most likely be named exportedcourse.csv. Once you have your WebCT Campus Edition Gradebook, you will be able to get started with the Gradebook Transfer Wizard. 1. Log into your Portal or CompClass course site. For technical support, call 1-800-936-6899 3
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. Step 1. Upload your Blackboard Learning System/WebCT Campus Edition 4 Gradebook: For technical support, call 1-800-936-6899 4
This step uploads your WebCT Campus Edition 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 WebCT Campus Edition Gradebook have changed. Click on the Browse button, then find and select the Gradebook file that you previously downloaded (usually named exportedcourse.csv ). When the file location appears in the field next to the Browse button, click SAVE AND GO TO NEXT STEP. 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 WebCT 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. For technical support, call 1-800-936-6899 5
The Gradebook Transfer Wizard puts all students in your Portal and WebCT 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 WebCT 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. 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 WebCT 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 For technical support, call 1-800-936-6899 6
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 WebCT 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. For technical support, call 1-800-936-6899 8
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 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 WebCT Campus Edition 4. 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. For technical support, call 1-800-936-6899 9
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. 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 WebCT Campus Edition 4 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). For technical support, call 1-800-936-6899 10
Once you have completed the four-step Gradebook Transfer Wizard, you will need to return to your WebCT system and upload the grades. To upload grades from the Gradebook Transfer Wizard into Web CT CE 4: 1. Return to your Web CT CE 4 course and go to the Control Panel. 2. View the Expanded Control Panel, then from the Manage Course section, select Manage Students. 3. In the field labeled Actions, under the header Options: Records, select Add/Import students. Click the Go button. 4. Under the heading Import from File, be sure Comma is selected as the Separator type and click Browse. For technical support, call 1-800-936-6899 11
5. The resulting pop-up will be titled File Browser. Click Browse again and locate the file which you exported from the Gradebook Transfer Wizard. Select the file and click the Open button. Back in the File Browser window, the name of your file will appear in the Filename field under the heading Upload File. Click the Upload button. 6. Once the file has uploaded, it should appear in the list of files and be selected. Now click the Add Selected button. This popup will close. 7. Back on the Import From File screen, the Filename field should be populated. Click the Import button. For technical support, call 1-800-936-6899 12
8. You will receive a message that a field was found that did not exist in the database, along with options for what to do with this field. Select Create New from the drop-down menu that appears. Click the Continue button. You should keep receiving this message until you have created new Gradebook fields for each column of grades found in the file you are importing. If you have chosen to transfer individual grades, this will take longer than if you are transferring just the aggregate grades. 9. Click Continue again on the confirmation screen. On the resulting screen, select Alphanumeric in the drop-down menu for Total and click the Continue button. For technical support, call 1-800-936-6899 13
10. Once the import process has completed, you will be taken back to the Manage Students view, and the assignments from your Portal/CompClass will appear in the WebCT CE 4 Gradebook at the far right. Remember: On subsequent uses of the Gradebook Transfer Wizard, most of these steps can be eliminated. As long as your student roster in WebCT remains the same, you will only need to download the original WebCT 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 14