Gradebook

Manage Students is a powerful tool for maintaining student information and grades in WebCT. The functions in Manage Students that have to do with maintaining student grades are often referred to as the Gradebook. Used together with the My Grades tool, the Gradebook is the most popular tool for students. It can also save a lot of time for faculty by creating a safe, secure method of allowing students to view their grades and receive feedback. Below are some of the functions that can be performed in the Gradebook.

When you first access Manage Students in your course shell, you will find columns titled Last Name, First Name, User ID, Midterm Grade and Final Grade. WebCT will automatically add a column in Manage Students for each quiz and assignment that you add to your course. If you find you have a need for another column you also have the ability to add columns. For example, a percentage of the students grade is based on their participation in the online discussion. If you would like the students to be able view their discussion score in WebCT you could create a column that you release to the students for this score. (Note: See Release Information for additional information regarding students viewing grades in Manage Students.)

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the Add column button from Organize actions

The Add Column screen displays

Type name of the column in the Label field. Select column type desired. See Column Types for more information. Click the Add button

New column displays in the Columns page

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A. Column Types

Different columns store different types of information. For example, text is stored in an alphanumeric column and data that needs to be manipulated from other columns is stored in a calculated column. You can select the column type when you first create a column, or you can convert an existing column to a different type.

The following column types are available:

1. alphanumeric
2. numeric
3. letter grade
4. selection box
5. calculated
6. text

On the Columns page, the type for each column is displayed by symbol in the Type row. Column symbols are defined in the Legend of Column Types below the table.

Note: You cannot create a Quiz or Assignment column. These column types are generated automatically when Quizzes or Assignments are created in the course.

1. Alphanumeric
Alphanumeric columns consist of letters and/or numbers (e.g., section title, letter grades). Note: Information must not exceed one line. To add information that occupies several lines and contains hard returns, see Text Columns.

2. Numeric
Numeric columns contain strictly numerical information (e.g., numeric grade, phone number).

3. Letter Grade
Letter grades that correspond to the numeric grades in a specific numeric, calculated, or quiz column in the Student table are generated using the letter grade column and then selecting a numeric range for each letter grade. See Setup Column for additional information about selecting the numeric ranges for the letter grades.

4. Selection
If you have the type of information that can be selected from a drop-down list, use a selection box column. You create a selection box by adding the column, creating the selection box drop-down list, and then selecting an option for each student. For example, instead of manually entering a presentation group name for each student, add the group names to a selection box. Then, for each student, select the appropriate group name from the selection box drop-down list. See Setup Column for additional information about creating the selection box drop-down list.

5. Calculated
You can calculate grades by entering a mathematical formula to make calculations based on the values in numeric columns. The calculated column displays the results of the calculation. Note: Unlike alphanumeric or numeric columns, you do not enter information directly into the calculated column. See Setup Column for additional information about entering mathematical formulas.

6. Text
Text columns can have letters and numbers and occupy several lines (e.g., addresses or comments).

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Once a column is created you may find that you need to change the position the column appear in the student table, the column is no longer needed or the column alignment needs to be changed. The following column functions will help to customize the appearance of the columns in the Student table.

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A. Move

If you find that a column's position in the Student table is not convenient you can move it to another position. For example, your Discussion Grade letter grade column that is based on the data from the Discussion Score numeric column is separated by two other columns. Although the two columns do not need to be next to each other it is more convenient for them to be adjacent.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the checkbox of the column you would like to move in the Select row.

Select the number of spaces you would like to move the column in the Move item left (right) Organize action and click the Go button

Column page displays with the column moved as requested

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B. Delete

If you find that you have created a column that you no longer need, the delete function will allow you to remove a column from the Student table. Note: You will be unable to delete a Quiz or Assignment column that WebCT automatically creates until the Quiz or Assignment that the column is associated with is deleted.

Caution: You will not be able to "undo" this process. The column and all the data in it will be lost forever if the column is deleted. If you are unsure, make a backup of the course before removing the column. See Restoring and Resetting a WebCT course into CE 4.1 for assistance with making a backup of your course.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the checkbox of the column(s) you would like to delete in the Select row.

Select Delete columns Organize action

Delete column confirmation displays

Click OK button

Columns page displays without column that was deleted.

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C. Sort

The Student table can be sorted by a column or a combination of columns. For example, you can sort student records so they appear in alphabetical order according to surname.

From Manage Students page:

Click the column name that you want to use to sort the records

The screen refreshes and the column that you sorted appears with a small upward pointing arrow beside the column name

Note: This column is now the primary sort key. If a second column is clicked, that column now becomes the primary key, and the other column (the one you sorted previously) becomes the secondary sort key. For example, if you want a listing sorted by last name, click the Last Name column. But if you wanted that listing to be sorted by User ID as the secondary key you would first need to click the User ID column, and then click the Last Name column.

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D. Modify Attributes

After a column is created you may find that you need to change it. For example, there is a better title for the column, you need to change the column type or the alignment is incorrect. Each column has attributes that can be modified.

The following column attributes are available:

• column title
• column type
• alignment
• invisible/visible in the Student table
• decimal place

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Column title
After creating a column you may find that there is a typo in the column title or that it just doesn't correctly describe the data in the column. Use this function to change the column title. Note: You cannot rename the Last Name, First Name, and User ID columns. Also, renaming a quiz in the Student table does not change the quiz’s name on the Quiz page.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the checkbox of the column you would like rename

Type the new column name in the Change column label: field and click the Go button

The screen refreshes and the Column page displays with the newly name column

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Column Type
You may find that you have created a column with the incorrect column type. For example, you wanted WebCT to calculate a letter grade based on the data in a numeric column but when you created the column you chose an alphanumeric column instead of a letter grade column. You can convert the following column types:

• calculated to numeric
• numeric to calculated
• letter grade to alphanumeric

Note: See Column Types for additional information regarding the types of columns available and how each column type is used.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the checkbox of the column you would like to convert the type

Select Convert column type in the Organize actions

Column conversion page displays

Select the new column type desired and click convert. See Column types for information about the different column types available.

The Convert Confirmation page displays. Verify that the data conversion looks accurate and click Convert.

Column page displays with new column type

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Alignment
You have the choice to align data in a column to the left, right or in the center. For example, it is often easier to read numeric data when it is aligned to the right. Use this function to align data in columns to your personal preference.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the checkbox of the column that needs the alignment changed

Select the new alignment option desired and click the Go button

The screen refreshes the new alignment is displayed in the Alignment row

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Invisible/Visible in the Student Table
To temporarily reduce the size of the Student table, you can make a column invisible. Note: The column is hidden in the Student table only. If you have released the column to the students, the column is still displayed to students in the My Grades tool. By default, all columns are visible in the Student table.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the checkbox of the column that you would like to hide in the Student table

Select Yes to hide the column in the Student table or No to make the column visible in the Student table. Click the Go button.

The screen refreshes with the new setting in the Hidden row.

Note: You will always be able to view columns while on the Columns page. It is not until you return to the Manage Students page that a hidden column is not visible in the Student table.

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Decimal Place
You can set the number of decimal places to display in numeric and calculated columns. You have the choice of displaying 0,1,2 or All decimal places.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the checkbox of the column(s) that you would like to change the decimal place

Select the decimal place you would like to show in the column(s) and click the Go button

The screen refreshes with the new setting in the Decimal row

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D. Set Defaults

You may find that you are always changing the same column attributes. For example, the WebCT default for numeric columns is right alignment and display 2 decimal places. If your personal preference is to have all numeric columns aligned left and display 1 decimal place, use this function to change the attributes that the column receives when it is first created.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select Set column defaults button

Change the desired column attributes for each column type and click the Update button

Columns page displays. The next time a new column is added it will have the new attributes selected

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This feature allows you to enter or edit the contents of an entire column at once.

From the Manage Students page:

Click the Edit link in the column you would like to edit.

Edit Column Values page displays

Put in the column data or select the correct option from the drop-down menu and click the Update button

Manage Students page displays with the new column data

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Letter Grade, Selection Box and Calculated column types all require some setup after the columns are created in order for them to work correctly.

1. Letter Grade
2. Selection Box
3. Calculated

A. Letter Grade

In order for WebCT to assign the correct letter grade for a each student score, you must establish the grading scheme you would like it to follow.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the Letter Grade column that needs to be setup

Select the Setup column button from the Organize actions

Letter Grade Editor displays

Note: You can also access the Letter Grade Editor by selecting the Grading Scheme link that appears right below the column title on the Manage Students page

Select the column that you want to apply the grading scheme to

Enter the new Grading Scheme for the column you selected

Change the lower limit and/or letter grade of each Range %:
Under Lower Limit %, enter the minimum percentage that a student must achieve to receive the corresponding letter grade. For example, if a student must achieve a minimum of 60% to receive a letter grade of "C," you would enter 60 as the lower limit. That means, a student who achieves 59.9999% will receive the next letter below a "C."

Change the letter grade:
Under Letter Grade, enter the new letter grade.

Update the Range % field:
Click Refresh ranges.

Add a grading range:
To add a row below a particular range, select the range's check box, and click Add Row. The new row is added below the existing range. Note: To add more than one row at a time, select multiple check boxes.
Under Lower Limit %, enter the new lower limit.
Under Letter Grade, enter the new letter grade.
Click Refresh ranges.

Delete a range:
Select its check box, click Delete Row, and then click Refresh ranges.

Note: If you will be using this same grading scheme throughout the course, you can save it as the default. After clicking the Set as course default button, all Letter Grade columns added to the course will have this grading scheme.

After making all desired changes, click the Update button

Manage Students screen displays with letter grades displaying based on criteria just established.

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B. Selection Box

You must create the selection box drop-down list options for a selection box. For example, you are using a selection box column to identify presentation group names for each student. You must add the group names to selection box list so that you can select the correct group name for each student.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the Letter Grade column that needs to be setup

Select the Setup column button from the Organize actions

Selection Box Editor displays

Note: You can also access the Selection Box Editor by selecting the Selection link that appears right below the column title on the Manage Students page

Enter the options you would like to appear in the selection box. Click the Update button

Manage Students screen displays with selection box options available for selecting. Note: See Edit Contents for assistance with entering the data for the selection box.

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C. Calculated

You must enter the mathematical formula that you would like WebCT to use to calculate a student score. The results of the calculation are displayed in the calculated column. For example, a students final grade is as follows:

The mathematical formula used to calculate the students final score must be setup in the calculated column so that WebCT can display the final score in the column.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the Calculated Grade column that needs to be setup

Select the Setup column button from the Organize actions

Calculation Editor displays

Note: You can also access the Calculation Editor by selecting the Formula link that appears right below the column title on the Manage Students page

Enter the desired formula

Guidelines on using the Calculation Editor:

• To enter numbers and arithmetic operators, use the numeric keypad.
• To enter a list of items:
  • Click Start List.
• From the Column drop-down list, select the item and click Insert.
• To enter another item, click Next Item.
• To end the list, click End List.
• To clear the last value entered in the Formula box, click CE on the numeric keypad.
• To clear all values from the Formula box, click C on the numeric keypad.
  

Click the Update button when your formula is complete

Note: See Export - Import Data for information on externally calculating complicated formulas and then returning the data to WebCT.

The Manage Students page displays with the resulting calculation from the Calculated column

Note: If there is an error in the formula used in a Calculated column, all columns in the Student table can be affected. Be sure to carefully review your formula as well as the resulting calculation.

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If you want students to see their own information, such as quiz results and assignment grades, you must first add the My Grades tool to your course, and then release the column containing the information. You can also release statistics for these released columns. (Note: See Add Page or Tool for assistance adding the My Grades tool to your course.

From the Manage Students page:

Select Manage columns from the Organize actions and click Go button

Columns page displays

Select the column(s) that you would like the students to be able to view in the My Grades tool

Select Yes in the Release columns option and click the Go button

The screen refreshes with Yes displaying in the Released row

A. Statistics

You can also specify how students view statistics for released columns in My Grades. The statistics available are graded out of, number of records, highest grade, lowest grade, mean grade, median grade and standard deviation. You can specify how students view statistics for the following columns:

• calculated
• letter grade
• numeric
• assignment
• quiz

From the Columns page:

Select the column(s) that you would like to specify how students view statistics in the My Grades tool

Select desired Show statistics option and click the Go button

The screen refreshes with option selected displaying in the Statistics row

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For complicated grade calculations, it is sometimes easier to use external software. Data from the Student table can be exported from WebCT and imported into software of choice where the complicated formulas can be calculated. The data can then be imported back into WebCT to be released to students.

Export

From the Manage Students page:

Select Download from Options: Records Actions and click the Go button

Download Student Records page displays

Select how you would like the records delimited and click Download button

You will receive a confirmation screen that you are downloading a file to your local computer. A dialog box will appear requesting the location you would like to save the file. (The look of this confirmation screen and dialog box will vary depending on the operating system and browser you are using.) Name the file, select the location and click the Save button.

The Student table is saved to your local computer as a text file.

Open the file in your software of choice (e.g. Excel, Lotus 1-2-3, Quattro Pro) and create the formulas needed to calculate your student grades.

Import

First, prepare the text file. You can import student data from a text (.txt or .csv) file. In the first line, enter the field names to be updated or created. Note: Always include a field for User ID, as it uniquely identifies each student record. It is recommended that only User ID and new data to be imported be included in the import file to reduce import errors.

Separate each field with a field separator consisting of a comma, a space, or a tab. If you are importing data for existing student records:
Enter the data for each student on a separate line. The data must be entered in the order specified in the first line and must be separated by the same field separator.
Sample text file
User ID,Midterm grade
00000001,B+
00000002,A-
00000003,C
00000004,B+

Note: Saving the file as a .csv (comma separated values) will take care of the above formatting for you.

Note: Most student MSU WebCT IDs contain leading zeroes. Often, these leading zeroes are"dropped" when editting the file in external software (e.g. Excel, Lotus 1-2-3, Quattro Pro). In order to ensure that the data is imported correctly and to avoid error messages when uploading the data, you will need to take the necessary steps to keep the leading zeroes in the UserID column. Most of the time, this involves treating the column containing the UserID as a text column. You will want to verify this is how it is accomplished in your software of choice.

From the Manage Students page:

Select Add/Import students from the Options:Records Actions and click the Go button

Add Students page displays

Click the Browse button to open the WebCT File Browser

The WebCT File Browser displays. Click the Browse button to locate the file on your local computer to upload to WebCT

Choose file dialog box displays. Locate and select the local file you would like to upload and click the Open button

The File Browser page displays with the selected file in the filename field. Note: If you would like to verify you have selected the correct file you can click within the Filename field and use your arrow keys to scroll through the field.

Select the desired folder from the Upload to: drop-down and click the Upload button

The uploaded file displays and is automatically selected. Click the Add selected button

Add Students page displays with the selected filename in the Import From File - Filename field. Select delimiter from Separator: drop-down and click the Import button

Import Confirmation: New Column Resolution screen displays if the file you are importing has a column that does not exist in the WebCT Student table. Select how you would like WebCT to resolve the column and click the Continue button. Note: If you are importing more than one new column you will receive the Import Confirmation: New Column Resolution screen for each new column you are importing. Select how you would like WebCT to resolve the column and click the Continue button each time you receive the Import Confirmation: New Column Resolution screen.

Note: If the file you are importing contains all the same columns as the WebCT Student table you will not see the Import Confirmation: New Column Resolution screen.

Import Confirmation: Field Name Resolved screen displays. Verify WebCT is correctly resolving the field names and click the Continue button.

Note: You can only import data into numeric or alphanumeric column types. If you are trying to import data into a column that exists in the WebCT student table and WebCT is not allowing you to select that column, verify that the column in the Student table is either numeric or alphanumeric.

Import Confirmation: Final Confirmation screen displays. Select the column type desired for new fields and click the Continue button.

Manage Students page displays with the new column and/or data.