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Importing and Exporting Grades

You can enter grades in another application and import them into BeachBoard using a CSV or TXT file. You can also create new grade items through an import file by adding a column to the file.

The import file must follow a standard format, use the Grades sample import file as a reference point. We recommend that you set up your grade book in BeachBoard even if you want to enter grades in a CSV or TXT file. You can then use the Export Grades option to create an appropriately structured file.

Table of contents

Grades import file format

Field Description Example
Username A unique name for identifying a user in BeachBoard.

You must provide a Username or Org Defined ID (or both).		 FirstName.LastName
Org Defined ID A unique number for identifying a user in BeachBoard.

You must provide a Username or Org  Defined ID (or both).		 123456789
<Item> Points Grade Numeric and Pass/Fail grade items should be labeled the grade item name followed by “Points Grade”.

Users’ grades should be the Points Grade they received. E.g., 44 points out of a possible 50 points.		 44
<Item> Grade Symbol Selectbox grade items should be labeled the grade item name followed by “Grade Symbol”.

Users’ grades should be a pre-existing grade scheme symbol. E.g., “Very Good”, “Merit”, or “3.5”.		 Very Good
<Item> Text Grade Text grade items should be labeled the grade item name followed by “Text Grade”.

Users’ grades can be any text value. Text grade items do not count towards users’ final grades.		 Perfect Attendance!
NEW Grade Item Format Example: Presentation Points Grade <Numeric MaxPoints:100 Category:Lecture> 
Adjusted Final Grade Numerator
The total points a user achieved in a course. You can enter a user’s percentage grade (without the % sign) if you enter the denominator as 100. E.g., 84 points out of 100 points or 230 points out of 285 points.		 84
Adjusted Final Grade Denominator The total possible points available in a course. Enter 100 if you want to record users’ percentage grades. E.g., _ / 100 points available or _ / 285 points available. 100
End-of-Line Indicator The last column must be labeled “End-of-Line Indicator” so the system knows when the next set of data begins.

The end of each users’ line should be indicated with a the pound key “#”.		 #

Notes:

  • If you enter a grade value that is greater than the value for the grade item, the grade is capped at the value unless you selected the Can Exceed option when setting up the grade item.
  • Do not import other options, such as a user’s first name, email, or weighted grade.
  • To improve performance when importing grades for large classes, only import grade items that have changed and import by group or section when possible.

Import grade items

  1. From the User List page, click Import Grades icon Import Grades.
    Import Grades screenshot
  2. Click Browse. Locate and upload the file you want to import.
  3. Select Create new grade item when an unrecognized item is referenced if you want to be able to create new grade items from the import file.
  4. Click Next.
    Import Upload File screenshot
  5. If you are not creating new grade items skip to number 6, but if you are creating new grade items:
    • Select the Create New Grade Itemcheck box beside each of the items you want to create.
      • Select a grade item Type.
      • Click Next.
        Import Create New Grade Items screenshot
    • Fill in the grade items’ details. See Creating a grade itemfor more information.
      • Click Next.
        New Grade item Properties screenshot
  6. On the next screen view any error and warning messages associated with the import, and click Next.
    • Note: Fields with errors are not imported.
      Errors and Warnings Found screenshot
  7. Confirm your changes and click Import.
    • The Import New Grade Item icon New Grade Item icon will appear under the new item name.
      Import Preview screenshot

Export grade items to a CSV file

Note: Do not use the Google Chrome browser when trying to export grades.

  1. From the User List page, click Import Grades icon Export Grades.
    Export Grades screenshot
  2. Select the Key Field you want to use to identify users.
  3. Select the Grade Values and User Details you want to export.
  4. Select the Grade Items you want to export.
  5. Click Export to CSV.
    Export to CSV screenshot
  6. Use your browser’s save dialog to save the file to appropriate location.

Sort Exported CSV File by Last Name in Microsoft Excel

For PC users:

  1. In Excel, highlight the whole spreadsheet by clicking the triangle icon in the top left
    Triangle icon screenshot
  2. In the Data tab, click Sort.
    Data Sort screenshot
  3. In Sort window, click the My data has headers check box in the top right.
  4. In the Sort by drop-down menu, select Last Name.
    Sort by Last Name screenshot
  5. Click the Add Level button located in the top left.
    Add Level screenshot
  6. In the Then by drop-down menu, select First Name.
  7. Click OK.
    Then by First Name screenshot

For MAC users:

  1. In Excel, highlight the whole spreadsheet by clicking the diamond icon in the top left.
    Excel Diamond icon screenshot
  2. In the Data tab, click Sort.
    Data Sort Mac screenshot
  3. In the My list has section, click the radio button for Header row.
  4. In the Sort by section, click the drop-down menu and select Last Name.
  5. In the Then by section, click the drop-down menu and select First Name.
  6. Click OK.
    MAC OK screenshot

Export grades by group or section to a CSV file

  • Select the group or section using the Export Grade Items For drop-down on the Export Grades page.

Note: Grade items that contain French characters do not display correctly in Microsoft Excel. Do not correct the characters in the CSV file if you want to import the file back into BeachBoard. Use Notepad if you want characters to display correctly.

Useful Tips:

  • Even if you're creating new grade items in excel, it is best to export your grades first and modify the the CSV file exported from BeachBoard.
  • When you are working with a BeachBoard exported file be sure to click File > Save As... and ensure the Format/File Type is set to Comma Seperated Values (.csv).
  • Keep the End of Line Indicator column as the last column of the spreadsheet. Do not delete it.
  • When you are adding a new grade item in the CSV file be sure to add the words "Points Grade" after the name of the grade item.

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