Importing/Exporting Grades

You can enter grades in another application (Excel) and import them into Brightspace using a CSV, TSV or TXT file. New items can be created by adding columns to the import template. Grades can also be exported to other applications as a CSV or XLSX.

Importing Grades

D2L and CPI strongly recommend instructors enter and manage grades within the Grades tool for the best experience. Only grades that have changed should be imported into the Gradebook. Grade items that have not been changed in the CSV files should have these columns deleted prior to upload. While new items can be added via the CSV upload, it is strongly recommended to only create new grade items within the Grades tool. This page covers how to prepare your file for upload and upload your grades.

Preparing your file for upload

The file to be uploaded must be a CSV, TXT, or TSV file type. It is recommended to use CSV files.

There are two different options for importing grades. The first option, which is strongly recommended by CPI, begins by creating the grade items in Grades before beginning the import process. The second option involves creating the grade items using the Brightspace import template provided, but comes with more potential for errors.

Option 1 - Creating Grade Items in Advance

Click here to see the steps for importing grades, while creating grade items in advance

1. Complete the Setup Wizard in the Grades area (learn more from Settings and Setup Wizard).

2. Create the grade items that will be displayed to the students (learn more from Manage Grades).

3. From the Enter Grades tab in the Grades area, select the Export button.

4. Under Key Field, select Both. This will export both username and Org Defined ID (which are required sections for the import process). Keep all other options the default setting.

5. Under the Choose Grades to Export area, select all grade items that apply to the ensuing import.
   Please note: Some grade items will have a ? icon next to them (i.e. subtotals for categories, grade items with a Calculated grade type). This means that they cannot be imported. Deselect them from the export to avoid issues.

6. Select Export to CSV at the bottom. Brightspace will create the file, then click Download once the file is ready. The file will look something like the example below when opened in Microsoft Excel:

   Open

   

   Example of a CSV file exported from Brightspace Grades.

    

7. Enter grades in the grade item columns for the students. Keep other columns such as the End-of-Line Indicator intact, they will be needed for the import.

   1. The “#” before the OrgDefinedIDs and Usernames can be removed or can stay, they will not affect the import.

8. Save the file as a CSV after adding the grades.

   1. Windows (Microsoft Excel) go to: Save As > File type: CSV

   2. MacOS (Numbers) go to: Export To > CSV

Uploading your file

1. Click Import.

2. Click Choose file.

3. Select the .csv file you want to import, then click Open.

4. Click Continue. You will see a Processing… message while your file is loading.

5. You will see a page displaying any errors and warnings that were found. Click Continue.

Open

Example of the Errors and Warnings page during the import process.

6. There will be a preview of the new grades for each student. Review here for accuracy before continuing.

7. Click Import. You will see an Imported Successfully message and your imported grades will appear under the Enter Grades tab of the gradebook.

Option 2 - Creating Grade Items from the CSV file

Exporting Grades

Grades can be exported to CSV or XLSX file formats. These file types are compatible with Microsoft Excel and MacOS Numbers. D2L strongly encourages creating grade items and entering grades directly in Brightspace for the most compatible and reliable experience. Grades can be exported for all users in a course, or by groups. Follow the instructions outlined below:

1. Go to Grades tool homepage.

2. Select Export.

3. Specify the desired export details and formatting, including what users to export grades for - this can be All users or by Groups.

   1. The Key Field is the left most column and how users will be sorted by.

   2. The Sort by tab specifies how user information is organized in columns from left to right.

4. Select the grade items to be exported at the bottom of the page (note: all items are selected by default).

5. Choose Export to CSV or Export to Excel.

6. Once the file is prepared click Download.

7. The file can now be opened with programs that support the CSV file type or Excel.

For further assistance please contact edtech@brocku.ca.

FAQ

Scantron processing

Instructors can acquire scantron forms from Brock Printing and Digital Services (MacKenzie Chown G210, ext. 3207).

1. The scantron forms must be filled out in pencil.

2. To have the forms processed, they must be brought to the ITS Help Desk. A Scantron Test Processing Request form must either be completed in advance and submitted with them, or one can be filled out at no charge at the Help Desk upon arrival.

3. The forms are scanned and processed by Scantron Processing Services. If an instructor used multiple versions of the same exam, each version has its own results sheet generated. The resulting sheets are uploaded (as a standard Excel file containing student names, IDs, and grades) to the instructor’s BrockDB portal. Any optional reports requested in the Scantron Test Processing Request form will be emailed to the email provided on the form as either a PDF, CSV, or both.

4. Results and reports are retrieved from BrockDB by the instructor and added into Brightspace.

Import Scantron results to Brightspace

1. In Brock DB:

   1. Find the Scantron results and download the .csv labeled rosterreport. This contains only student ID numbers and total scores.

2. In Brightspace:

   1. Go to Grades and click Export.

   2. Use only the default Key Field option Org Defined ID to match what Scantron provided.

      1. If a Grade Item for the Scantron assessment exists in Brightspace, scroll down and select that:

      2. If a placeholder Grade Item for the Scantron assessment does not exist, export with nothing selected. Options for creating a new Grade item will be available when importing back to Brightspace.

   3. Choose Export to CSV and be sure to Download once it’s prepared.

3. In Excel:

   1. The import back to Brightspace does not require every student--it’s acceptable if some are missing. Do not move the Scantron scores to the file with the complete list of students, as those may not align.

   2. In the rosterreport sheet, remove all columns except Student_Id and Grade.

   3. Copy the column headers from the exported sheet and paste them into the rosterreport sheet. Rearrange as necessary: OrgDefinedId | scantron grade item name | End-of-Line Indicator.

      1. The Grade Item column name (which includes information exported from Brightspace) will replace the Total column. The complete cell data will look something like this:

         If creating a Grade Item to import back into Brightspace, structure the column name with the Scantron scores as “[Name] Points Grade”.

      2. OrgDefinedId replaces Student_Id. The End-of-Line Indicator is for Brightspace.

   4. Save the file.

4. In Brightspace:

   1. Go to Grades and click Import. Attach the now updated rosterreport CSV. This will run through a few verification steps and then provide a final confirmation showing how the grades are filling into the relevant column.

   2. If no Grade Item was set up in advance (Step 2.b.ii), select the option to Create new grade item when an unrecognized item is referenced. Specify the name, max points, and weight.