CloudDeakin Guides
MANAGING ASSIGNMENTS
Overview

The Assignments tool can help you streamline all of the administration around assignment submission, eliminating the need to receive and track assignments by mail, fax, or email. Students can submit, check and resubmit their assignments online.

Once assignments are submitted, you can do all the following from within the Assignments tool:

  • check submission times
  • grade assignments
  • leave feedback
  • return submissions with comments
  • download assignments as zip files
  • sort assignments by students.

To access the Assignments tool, click on Assessments and then click on the Assignments link on your unit navigation bar.

Create an Assignment

Create a New Assignment

You can organise your assignments into categories to make it easier for students to navigate. For example, you can create separate categories for each module or week or for different types of assignments.

Assignments are where students submit assignments. You can set up assignments for each of your assignments and set start dates, end dates and other release conditions, if desired. You can also set up special access and associate folders with competency activities.

  1. Click on Assessments and then click on Assignments link in the Navigation bar.
  2. Click New Assignment Folder. Enter the Name for the assignment.
  3. Enter a Score Out Of. The grade item is automatically added to your gradebook.
  4. Select a Due Date. This is to set the actual due date of the assignment.
  5. Add Instructions that you wish to provide to students.
  6. Add any attachments, audio, or video notes.
  7. Expand Availability Dates & Conditions.
  8. Select a Start Date: use this option if you do not want students to access a folder before the specified date.
  9. Select an End Date: use this option if you want to stop students from submitting assignments after a due date.
  10. If you have any Release Conditions and Special Access, add them here.
  11. Expand Submission & Completion.
  12. For the Assignment Type, specify if this is an Individual Assignment or Group Assignment.
  13. Select a category if you wish to organise the assignment in a category. You can use New category to create a new one.
  14. Select a Submission Type:
    • For File submissions, set the number of Files Allowed Per Submission and the Submissions rules.
    • For Text submissions, set the Submission rules.
    • For On paper submissions, set Marked as completed to one of the available options: Manually by learners, Automatically on evaluation, or Automatically on due date.
    • For Observed in person assignments, set Marked as completed to one of the available options: Manually by learners, Automatically on evaluation, or Automatically on due date.
  15. Under Files allowed per submission, you can choose either the unlimited or one file per submission.
  16. Select a Submissions option (Keep all submissions, Overwrite submissions, Only one submission allowed).
  17. To receive email notifications when an assignment is submitted, under Notification Email, enter an email address or multiple email addresses separated by a comma.
  18. Expand Evaluation & Feedback.
  19. Click Add rubric and either create and attach a new rubric or add an existing one.
  20. To display annotation tools in the document viewer, under Annotation Tools, select the Make annotation tools available for assessment check box.
  21. Click Save and Close to complete the process.

Create Assignment Categories (Optional)

  1. From the Assignment page, click the Edit Categories link.
  2. Click on Add Category.
  3. Enter a title
  4. Click Create.
Edit Assignments

Set Visibility

When the assignment is ready to release to students, from the Assignments page, click on Make Visible to Users from the context menu of the assignment you wish to set visibility.

Edit an Assignment

  1. From the Assignments page, click Edit Assignment from the context menu of the assignment you wish to edit.
  2. Update the assignment details as desired.
  3. Click Save.

Edit Multiple Assignments

  1. From the Assignments page, select the assignments you want to edit.
  2. Click the Bulk Edit button at the top or bottom of the page.
  3. Update the appropriate fields.
  4. Click Save.

Add Special Access Permissions

Special access permissions allow you to develop learning engagement strategies, particularly when dealing with students with special consideration circumstances. You can set different availability dates and times for special cases. For example, you could extend the deadline for users who require additional assistance or who are submitting work beyond the original scope of the assignment. You can also add special access after a folder’s end date has passed for students who have a legitimate reason for missing the deadline or for students that may need to submit additional material, such as planning notes or a bibliography.

  1. Expand Availability Dates & Conditions.
  2. Click on Manage Special Access.
  3. Select either:
     - Allow users with special access to submit outside the normal availability dates for this folder
     - Allow only users with special access to see this folder.
  4. Click the Add Users to Special Access button.
  5. Select Date Availability you want for the special access students.
  6. Use the View By and Search For options to locate the students you want to give special access.
  7. Select the boxes beside the appropriate students’ names in the grid.
  8. Click Save.
  9. Once you have added special access permissions for students they are listed. You can edit or delete students’ special access by clicking the Edit or Delete icons beside their names.
  10. Click Save and Close.
Grading Assignments

View Submitted Files

The Assignments page provides a summary of the Total Files, Unread Files, and Flagged Files within each folder. To view the files, including when they were submitted, use the Submissions page.

  1. To view files from the Assignments page, click the title of the assignment you want to view submissions for.
  2. Select either the Users tab or Submissions tab depending on whether you want to view and search submissions by user or file name.
  3. Enter search criteria in the Search For field to narrow the list of submissions.
  4. Click Show Search Options to refine your search.

Track Submissions

  1. From the Assignments page, click on the title of the assignment.
  2. Click on Submission Log.

The Submission Log can be filtered to determine if and when a student submitted a file, and whether the Unit Chair deleted the submission. If a submission was accidentally deleted, the Unit Chair can restore it from this view.

Email Students Who Have Not Submitted

  1. From the Assignments page, click on the title of the assignment.
  2. Click Email Users Without Submissions or Email Groups Without Submissions on the action bar.
  3. Type your message in the Compose New Message pop-up. The email addresses of the selected students populate automatically in the BCC field of the message. (This ensures that each student does not know which other students may be receiving the reminder message.)
  4. Click Send.
    Note: If any member of a group submits an assignment to a group assignment folder, no one in that group is emailed when Email Groups Without Submissions is selected.

Download Student Submissions

  1. From the Assignmentspage, click on the title of the assignment.
  2. Do one of the following:
    On the Users tab, select the students or groups you want to download assignments for.
    On the Submissions tab, select the files you want to download.
  3. Click the Download icon.
  4. Click the name of the zip file that is created.
  5. Use your browser’s save dialog to save the file to the appropriate location.
    Note: Files are renamed to include the student’s or group’s name and submission time when you download them. Downloading assignments changes their status to read.

Set Submissions as Read or Unread

  1. From the Assignments page, click on the title of assignment you would like to set.
  2. Select the files you want to mark as read or unread, and click the Mark as Unread for selected students as unread or Mark as Read for selected students as read icons at the top or bottom of the list.

Note: When you open or download a file it is automatically marked as read.

Leave Feedback and Grading Submissions

The Leave Feedback page allows you to leave students’ feedback on their assignments and or learning engagement. You can also input a grade for assignments linked to a grade item and select a rubric level for assignments linked to an activity. Text you enter into the text box will also appear in the students’ view of the grades.

  1. From the Assignments page, click on the title of assignment you would like to grade.
  2. Click the Evaluate link beside the name of the student you want to leave feedback for.
  3. Carefully read through the student’s work.
  4. If applicable, click on the Rubrics title to mark assignments using rubrics.
  5. Select the rubric levels.
  6. Enter the student’s score on the assignment, if applicable.
    Note: The grade score and comments will transfer to the Grades tool, providing there is a grade item associated to the assignment.
  7. Enter Feedback in the textbox.
  8. You can also attach any files you want to associate with the feedback.
    Note: If you want to put feedback directly on the student’s file, download it, add the feedback and save it. Then, attach the copy of a student’s assignment with the feedback for the student to review.
  9. You can also record your feedback using Record Audio or Record Video, see below steps.
  10. Click either Save Draft to release results to students in the future or Publish to release the results instantly. See below on how to publish feedback to students at once.
    Note: If you accidentally click Publish rather than Save Draft, click on Retract to revert to draft.

Audio Recording:

  1. To record audio, click on Record Audio.
  2. Click Allow to allow they system to access your microphone.
  3. Click on New Recording to record your audio. You can record up to 3 minutes of audio.
  4. Click Stop Recording when you finish recording.
  5. The system will playback your audio.
  6. If you want to re-record, click New Recording.
  7. If you are satisfied with your recording, click Add.
  8. You will be prompted to enter a Title and a Description.
  9. Click on Add.

Video Recording:

  1. To record video, click on Record Video.
  2. Click Allow to allow the system to access your camera and microphone.
  3. Click on New Recording to record your video. You can record up to 3 minutes of video.
  4. Click Stop Recording when you finish recording.
  5. The system will playback your video.
  6. If you want to re-record, click New Recording.
  7. If you are satisfied with your recording, click Add.
  8. You will be prompted to enter a Title and a Description.
  9. Click on Add.

Release Grades to Students

The Publish Feedback button allow you to release assignment grades and feedback to students at once.

  1. From the Assignments page, click on the title of assignment you would like to release grade.
  2. Tick the box of Select all rows or individually select all the students whose results you wish to release.
  3. Click on Publish Feedback.
    Note: Ensure that the Grade Item of the assignment is visible to students from Grades.

MANAGING ASSIGNMENTS

Overview
The Assignments tool can help you streamline all of the administration around assignment submission, eliminating the need to receive and track assignments by mail, fax, or email. Students can submit, check and resubmit their assignments online.

Once assignments are submitted, you can do all the following from within the Assignments tool:

  • check submission times
  • grade assignments
  • leave feedback
  • return submissions with comments
  • download assignments as zip files
  • sort assignments by students.

To access the Assignments tool, click on Assessments and then click on the Assignments link on your unit navigation bar.

Create an Assignment

Create a New Assignment

You can organise your assignments into categories to make it easier for students to navigate. For example, you can create separate categories for each module or week or for different types of assignments.

Assignments are where students submit assignments. You can set up assignments for each of your assignments and set start dates, end dates and other release conditions, if desired. You can also set up special access and associate folders with competency activities.

  1. Click on Assessments and then click on Assignments link in the Navigation bar.
  2. Click New Assignment Folder. Enter the Name for the assignment.
  3. Enter a Score Out Of. The grade item is automatically added to your gradebook.
  4. Select a Due Date. This is to set the actual due date of the assignment.
  5. Add Instructions that you wish to provide to students.
  6. Add any attachments, audio, or video notes.
  7. Expand Availability Dates & Conditions.
  8. Select a Start Date: use this option if you do not want students to access a folder before the specified date.
  9. Select an End Date: use this option if you want to stop students from submitting assignments after a due date.
  10. If you have any Release Conditions and Special Access, add them here.
  11. Expand Submission & Completion.
  12. For the Assignment Type, specify if this is an Individual Assignment or Group Assignment.
  13. Select a category if you wish to organise the assignment in a category. You can use New category to create a new one.
  14. Select a Submission Type:
    • For File submissions, set the number of Files Allowed Per Submission and the Submissions rules.
    • For Text submissions, set the Submission rules.
    • For On paper submissions, set Marked as completed to one of the available options: Manually by learners, Automatically on evaluation, or Automatically on due date.
    • For Observed in person assignments, set Marked as completed to one of the available options: Manually by learners, Automatically on evaluation, or Automatically on due date.
  15. Under Files allowed per submission, you can choose either the unlimited or one file per submission.
  16. Select a Submissions option (Keep all submissions, Overwrite submissions, Only one submission allowed).
  17. To receive email notifications when an assignment is submitted, under Notification Email, enter an email address or multiple email addresses separated by a comma.
  18. Expand Evaluation & Feedback.
  19. Click Add rubric and either create and attach a new rubric or add an existing one.
  20. To display annotation tools in the document viewer, under Annotation Tools, select the Make annotation tools available for assessment check box.
  21. Click Save and Close to complete the process.

Create Assignment Categories (Optional)

  1. From the Assignment page, click the Edit Categories link.
  2. Click on Add Category.
  3. Enter a title
  4. Click Create.
Edit Assignments

Set Visibility

When the assignment is ready to release to students, from the Assignments page, click on Make Visible to Users from the context menu of the assignment you wish to set visibility.

Edit an Assignment

  1. From the Assignments page, click Edit Assignment from the context menu of the assignment you wish to edit.
  2. Update the assignment details as desired.
  3. Click Save.

Edit Multiple Assignments

  1. From the Assignments page, select the assignments you want to edit.
  2. Click the Bulk Edit button at the top or bottom of the page.
  3. Update the appropriate fields.
  4. Click Save.

Add Special Access Permissions

Special access permissions allow you to develop learning engagement strategies, particularly when dealing with students with special consideration circumstances. You can set different availability dates and times for special cases. For example, you could extend the deadline for users who require additional assistance or who are submitting work beyond the original scope of the assignment. You can also add special access after a folder’s end date has passed for students who have a legitimate reason for missing the deadline or for students that may need to submit additional material, such as planning notes or a bibliography.

  1. Expand Availability Dates & Conditions.
  2. Click on Manage Special Access.
  3. Select either:
     - Allow users with special access to submit outside the normal availability dates for this folder
     - Allow only users with special access to see this folder.
  4. Click the Add Users to Special Access button.
  5. Select Date Availability you want for the special access students.
  6. Use the View By and Search For options to locate the students you want to give special access.
  7. Select the boxes beside the appropriate students’ names in the grid.
  8. Click Save.
  9. Once you have added special access permissions for students they are listed. You can edit or delete students’ special access by clicking the Edit or Delete icons beside their names.
  10. Click Save and Close.
Grading Assignments

View Submitted Files

The Assignments page provides a summary of the Total Files, Unread Files, and Flagged Files within each folder. To view the files, including when they were submitted, use the Submissions page.

  1. To view files from the Assignments page, click the title of the assignment you want to view submissions for.
  2. Select either the Users tab or Submissions tab depending on whether you want to view and search submissions by user or file name.
  3. Enter search criteria in the Search For field to narrow the list of submissions.
  4. Click Show Search Options to refine your search.

Track Submissions

  1. From the Assignments page, click on the title of the assignment.
  2. Click on Submission Log.

The Submission Log can be filtered to determine if and when a student submitted a file, and whether the Unit Chair deleted the submission. If a submission was accidentally deleted, the Unit Chair can restore it from this view.

Email Students Who Have Not Submitted

  1. From the Assignments page, click on the title of the assignment.
  2. Click Email Users Without Submissions or Email Groups Without Submissions on the action bar.
  3. Type your message in the Compose New Message pop-up. The email addresses of the selected students populate automatically in the BCC field of the message. (This ensures that each student does not know which other students may be receiving the reminder message.)
  4. Click Send.
    Note: If any member of a group submits an assignment to a group assignment folder, no one in that group is emailed when Email Groups Without Submissions is selected.

Download Student Submissions

  1. From the Assignmentspage, click on the title of the assignment.
  2. Do one of the following:
    On the Users tab, select the students or groups you want to download assignments for.
    On the Submissions tab, select the files you want to download.
  3. Click the Download icon.
  4. Click the name of the zip file that is created.
  5. Use your browser’s save dialog to save the file to the appropriate location.
    Note: Files are renamed to include the student’s or group’s name and submission time when you download them. Downloading assignments changes their status to read.

Set Submissions as Read or Unread

  1. From the Assignments page, click on the title of assignment you would like to set.
  2. Select the files you want to mark as read or unread, and click the Mark as Unread for selected students as unread or Mark as Read for selected students as read icons at the top or bottom of the list.

Note: When you open or download a file it is automatically marked as read.

Leave Feedback and Grading Submissions

The Leave Feedback page allows you to leave students’ feedback on their assignments and or learning engagement. You can also input a grade for assignments linked to a grade item and select a rubric level for assignments linked to an activity. Text you enter into the text box will also appear in the students’ view of the grades.

  1. From the Assignments page, click on the title of assignment you would like to grade.
  2. Click the Evaluate link beside the name of the student you want to leave feedback for.
  3. Carefully read through the student’s work.
  4. If applicable, click on the Rubrics title to mark assignments using rubrics.
  5. Select the rubric levels.
  6. Enter the student’s score on the assignment, if applicable.
    Note: The grade score and comments will transfer to the Grades tool, providing there is a grade item associated to the assignment.
  7. Enter Feedback in the textbox.
  8. You can also attach any files you want to associate with the feedback.
    Note: If you want to put feedback directly on the student’s file, download it, add the feedback and save it. Then, attach the copy of a student’s assignment with the feedback for the student to review.
  9. You can also record your feedback using Record Audio or Record Video, see below steps.
  10. Click either Save Draft to release results to students in the future or Publish to release the results instantly. See below on how to publish feedback to students at once.
    Note: If you accidentally click Publish rather than Save Draft, click on Retract to revert to draft.

Audio Recording:

  1. To record audio, click on Record Audio.
  2. Click Allow to allow they system to access your microphone.
  3. Click on New Recording to record your audio. You can record up to 3 minutes of audio.
  4. Click Stop Recording when you finish recording.
  5. The system will playback your audio.
  6. If you want to re-record, click New Recording.
  7. If you are satisfied with your recording, click Add.
  8. You will be prompted to enter a Title and a Description.
  9. Click on Add.

Video Recording:

  1. To record video, click on Record Video.
  2. Click Allow to allow the system to access your camera and microphone.
  3. Click on New Recording to record your video. You can record up to 3 minutes of video.
  4. Click Stop Recording when you finish recording.
  5. The system will playback your video.
  6. If you want to re-record, click New Recording.
  7. If you are satisfied with your recording, click Add.
  8. You will be prompted to enter a Title and a Description.
  9. Click on Add.

Release Grades to Students

The Publish Feedback button allow you to release assignment grades and feedback to students at once.

  1. From the Assignments page, click on the title of assignment you would like to release grade.
  2. Tick the box of Select all rows or individually select all the students whose results you wish to release.
  3. Click on Publish Feedback.
    Note: Ensure that the Grade Item of the assignment is visible to students from Grades.
CHECKLISTS
Checklists Overview

A Checklist is a way to highlight important or required assignments, readings or other items to complete by your students. A Checklist may list all the items which need to be completed immediately or may have items appear sequentially once other items are completed.
So, things like assignments, essential readings, learning activities or other tasks that you deem necessary for learning engagement could be included in this tool. A checklist may list all the items needed to complete a unit or may have them appear chronologically once other items are completed.

Each checklist contains one or more categories, in which checklist items are organised. For example, you might have an “Assignments” checklist with categories for written assignments and quizzes, both of which could have multiple items that your students need to complete.

Create and Preview Checklists

Create a Checklist

  1. Click on Setup on your unit navigation bar.
  2. Under Assessment, click on Checklists link.
  3. On the Checklists page, click on New button.
  4. Type a Name for the new checklist.
  5. You can type an optional Description to identify what the checklist contains.
  6. Select the Open this checklist in a new window when viewed check box, if you want the checklist to open in a new window when users access it. By default, checklists open in the current window.
  7. Click Save. The Edit Checklist page displayed.
  8. On the Edit Checklist page, click New Category on the top tool menu.
  9. On the New Category page, type a Name and, if you want, a Description for the new category.
  10. Click Save to save the new category or Save and New to create another new category.
  11. On the Edit Checklist page, click New Item on the top tool menu.
  12. On the New Item page, select a category for the item in the Category drop-down list.
    Note: Each item must belong to a category.
  13. Type a Name and, if you want, type a Description.
  14. Set a due date by selecting the Due Date check box and selecting the appropriate date and time.
  15. Select the Display in Calendar check box to make the item visible in the Calendar for students.
  16. Click Save.
  17. Repeat step 8 to 16 for all the items and categories.
  18. When done, click Save.

Reorder Checklists

  1. On the Checklists page, click More Actions and select Reorder on the top tool menu.
  2. Change the values in the Sort Order drop-down lists for the checklists.
  3. Click Save.

Preview a Checklist

On the Checklists page, click the Actions button and select Preview in new window next to the name of the checklist that you want to preview.

You can also click the Actions button and select Preview next to the name of the checklist on the Edit Checklist page.

 

Edit and Delete Categories and Items

Edit Category or Item

  1. On the Checklists page, select the checklist from which you want to edit a category or item.
  2. On the Edit Checklists page, click on the category or item you want to edit.
  3. On the page, make the changes you want to the Name and Description.
  4. When done, click Save.

Edit Multiple Categories or Items

  1. On the Checklists page, select the checklist from which you want to edit.
  2. On the Edit Checklist page, select the categories or items you want to edit.
  3. Click the Edit icon at the top or bottom of the Categories/Items list.
  4. On the Edit Multiple Items page, make the changes you want to the categories or items.
  5. Click Save.

Reorder Categories or Items

  1. On the Checklists page, click the checklist within which you want to reorder categories or items.
  2. On the Edit Checklist page, click Reorder on the top tool menu.
  3. Change the values in the Sort Order drop-down lists for the categories or items.
  4. Click Save.

Delete a Category or Item

  1. On the Checklists page, select the checklist from which you want to delete a category or item.
  2. On the Edit Checklist page, select the check box beside the category or item you want to delete.
  3. Click the Delete icon at the top or bottom of the list.
  4. Note: Deleting a category will delete all the items under this category.
Use Release Conditions
  1. On the Checklists page, click on the link to the checklist you want to add release conditions to.
  2. On the Edit Checklist page, click the Restrictions tab.
  3. Click Create and Attach to create a new release condition and attach it to the checklist, or click Attach Existing if you already have a release condition that you want to attach to the checklist.
  4. Choose whether access to the checklist is dependent on meeting all or any of your conditions.
  5. Click Save. The checklist is now available to users based on the conditions that you define.
CHECKLISTS
Checklists Overview

A Checklist is a way to highlight important or required assignments, readings or other items to complete by your students. A Checklist may list all the items which need to be completed immediately or may have items appear sequentially once other items are completed.
So, things like assignments, essential readings, learning activities or other tasks that you deem necessary for learning engagement could be included in this tool. A checklist may list all the items needed to complete a unit or may have them appear chronologically once other items are completed.

Each checklist contains one or more categories, in which checklist items are organised. For example, you might have an “Assignments” checklist with categories for written assignments and quizzes, both of which could have multiple items that your students need to complete.

Create and Preview Checklists

Create a Checklist

  1. Click on Setup on your unit navigation bar.
  2. Under Assessment, click on Checklists link.
  3. On the Checklists page, click on New button.
  4. Type a Name for the new checklist.
  5. You can type an optional Description to identify what the checklist contains.
  6. Select the Open this checklist in a new window when viewed check box, if you want the checklist to open in a new window when users access it. By default, checklists open in the current window.
  7. Click Save. The Edit Checklist page displayed.
  8. On the Edit Checklist page, click New Category on the top tool menu.
  9. On the New Category page, type a Name and, if you want, a Description for the new category.
  10. Click Save to save the new category or Save and New to create another new category.
  11. On the Edit Checklist page, click New Item on the top tool menu.
  12. On the New Item page, select a category for the item in the Category drop-down list.
    Note: Each item must belong to a category.
  13. Type a Name and, if you want, type a Description.
  14. Set a due date by selecting the Due Date check box and selecting the appropriate date and time.
  15. Select the Display in Calendar check box to make the item visible in the Calendar for students.
  16. Click Save.
  17. Repeat step 8 to 16 for all the items and categories.
  18. When done, click Save.

Reorder Checklists

  1. On the Checklists page, click More Actions and select Reorder on the top tool menu.
  2. Change the values in the Sort Order drop-down lists for the checklists.
  3. Click Save.

Preview a Checklist

On the Checklists page, click the Actions button and select Preview in new window next to the name of the checklist that you want to preview.

You can also click the Actions button and select Preview next to the name of the checklist on the Edit Checklist page.

 

Edit and Delete Categories and Items

Edit Category or Item

  1. On the Checklists page, select the checklist from which you want to edit a category or item.
  2. On the Edit Checklists page, click on the category or item you want to edit.
  3. On the page, make the changes you want to the Name and Description.
  4. When done, click Save.

Edit Multiple Categories or Items

  1. On the Checklists page, select the checklist from which you want to edit.
  2. On the Edit Checklist page, select the categories or items you want to edit.
  3. Click the Edit icon at the top or bottom of the Categories/Items list.
  4. On the Edit Multiple Items page, make the changes you want to the categories or items.
  5. Click Save.

Reorder Categories or Items

  1. On the Checklists page, click the checklist within which you want to reorder categories or items.
  2. On the Edit Checklist page, click Reorder on the top tool menu.
  3. Change the values in the Sort Order drop-down lists for the categories or items.
  4. Click Save.

Delete a Category or Item

  1. On the Checklists page, select the checklist from which you want to delete a category or item.
  2. On the Edit Checklist page, select the check box beside the category or item you want to delete.
  3. Click the Delete icon at the top or bottom of the list.
  4. Note: Deleting a category will delete all the items under this category.
Use Release Conditions
  1. On the Checklists page, click on the link to the checklist you want to add release conditions to.
  2. On the Edit Checklist page, click the Restrictions tab.
  3. Click Create and Attach to create a new release condition and attach it to the checklist, or click Attach Existing if you already have a release condition that you want to attach to the checklist.
  4. Choose whether access to the checklist is dependent on meeting all or any of your conditions.
  5. Click Save. The checklist is now available to users based on the conditions that you define.
GRADE BOOK
The Grade Book
The grade book lets you set up your evaluation and assessment.

From the grade book you control the grading formula used to calculate grades; what projects, assignments and tests are graded; how grade items are associated with other tools; and when grades are released to students and what information they see. Before you create a grade book, you should be familiar with the concepts the tool uses.

A grade book is a list of items on which you evaluate students’ performance. Grade items can include any type of assessments. Together, the items in a grade book represent student work evaluated or assessed in the unit. Before you can use the Grades tool you must set up a grade book.

Before you set up a grade book in the Learning Environment you should know:

  • what grade items you plan to use to evaluate students
  • how much each grade item should be worth
  • how you want grade items to be evaluated
  • how you want to calculate a cumulative or final grade.

Although you can adjust your grade book later, making changes to how the grade book is structured or calculated after students’ grades have been entered can significantly change your data. Use the Setup Wizard to assist you in setting up the grade book.

GRADE BOOK
The Grade Book
The grade book lets you set up your evaluation and assessment.

From the grade book you control the grading formula used to calculate grades; what projects, assignments and tests are graded; how grade items are associated with other tools; and when grades are released to students and what information they see. Before you create a grade book, you should be familiar with the concepts the tool uses.

A grade book is a list of items on which you evaluate students’ performance. Grade items can include any type of assessments. Together, the items in a grade book represent student work evaluated or assessed in the unit. Before you can use the Grades tool you must set up a grade book.

Before you set up a grade book in the Learning Environment you should know:

  • what grade items you plan to use to evaluate students
  • how much each grade item should be worth
  • how you want grade items to be evaluated
  • how you want to calculate a cumulative or final grade.

Although you can adjust your grade book later, making changes to how the grade book is structured or calculated after students’ grades have been entered can significantly change your data. Use the Setup Wizard to assist you in setting up the grade book.

SETUP WIZARD
Step 1: Choose Grading System
  1. Click on Assessments and then click on Grades.
  2. In the Grades page, click on Setup Wizard then select Start.
  3. Choose Grading System
  • Weighted grade: Under a Weighted system, grade categories are required and each category is assigned a weight as a percentage of the final grade. Grade items are assigned a weight as a percentage of their parent category (or of the final grade if they have no parent category). The grades tool will show warnings on the screen if the categories/items do not add up to 100 per cent. You can ignore these warnings and operate your grades tool without a total weight of 100 per cent. Keep in mind, however, that final grades will be calculated with the assumption that the total equals 100 per cent.
  • Point grade: A Point system is the simplest Grade System for students and teaching staff. Under a points system, grade items are given a value in points. Categories are not required in a point system. If you do use Categories to group your grade items, the Categories are then calculated by the sum of the points of their child items. The final or cumulative grade becomes the total number of points of all the grade items.
  • Formula grade: Under a Formula system, items are given a points-value then a custom-defined formula determines how they contribute to the calculated final grade. This option can be difficult to use and should only be used when the simpler options cannot fulfil your requirements. Occasionally the Formula Editor will use parenthesis that are not displayed in the Editor, but will be placed in the Final Grades Properties page (so make sure to double check when troubleshooting).
Step 2: Final Grade Released
The type of final grade to release determines whether the students see a cumulative grade throughout the teaching period or only an adjusted grade at the end of the teaching period.

  • Calculated Final Grade: The final grade or cumulative grade calculated by the grade book.
  • Adjusted Final Grade: A modified or adjusted final grade entered manually by you.
Step 3: Grade Calculations
The grade calculations step provides additional choices for calculating students’ grades. It allows you to decide how you want to calculate ungraded items and whether you want to maintain users’ final grades up to date automatically.

  • Drop ungraded items: Grade items that you have not entered grades for are not counted towards students’ final grades. They are ignored in the final grade calculation. Select this option if you plan to make students’ grades available to them before the end of the course. Assign a grade of 0 (zero) for any grade work that is not submitted so that the assignment is included in the overall calculation.
  • Treat ungraded items as 0: Grade items that you have not entered grades for count as 0 towards students’ final grades. Select this option if you leave grade items blank because no work was submitted and you don’t want to manually change the grades to 0.
    Note: If you add new items to the grade book later, users receive a 0 until you update their score.
  • Automatically keep final up to date: If you select this option, final grades are automatically adjusted after changing a grade item. If you do not select this option, you must instruct the grade book when to recalculate final grades.
    Tip: Turn this option off to reduce page reload times for large classes.
Step 4: Choose Default Grade Scheme
A grade scheme is a way of organising students’ performances on grade items into levels of achievement. A grade scheme can include any number of achievement levels. Each achievement level has its own range of acceptable grades and a symbol, such as a numeric value, letter or text description to represent it.

  • Percentage: Total points divided by total possible points = 100%, 90%, 80%, etc.
  • Letter: F, D, C, B, A, A+.
  • Text: Below Expectations, Meets Expectations, Exceeds Expectations.
Step 5: Manage View Display Options
Enter the number of decimal places to be displayed for the grades.
Step 6: Submission View Display Options
You can set whether students see their grades as point values, percentages, or scheme levels and whether they can see the calculation method (logic) behind their final grade.

  • Points grade: Releasing the points grade to a student shows them the value a grade item was marked out of and their score, e.g. 6/10.
  • Weighted grade: Releasing the weighted grade to a student shows them how much the grade item is worth in relation to its category or the final grade, e.g. 3/5 (for a student who scored 60% on a grade item worth 50% of a category worth 10% of the final grade).
    Note: This option is only available if you chose the weighted grading system in step 2.
  • Grade scheme symbol: Releasing the grade scheme symbol to a student shows them the scheme level they received on a grade item, e.g. ‘Good’.
  • Grade scheme colour: Releasing the grade scheme colour shows a student the colour associated with the scheme level they received.
  • Number of decimals to display: Controls the number of decimal places a student sees in the Grade Book. The default value is 2 and the maximum value is 5.
    Note: This option only changes how many decimals display. It does not control how many decimals the Grades tool rounds to when calculating grades.
  • Number of characters to display for Text items: Controls the number of characters a student sees for a text item. When setting this value you should try to find a balance between presenting enough information for users to recognize the Text item and keeping the item concise, so that it displays clearly. The default value is 15 and the maximum value is 50.
  • Display final grade calculation to users: Displaying the final grade calculation to a student allows them to view how their final grade was calculated. They can see which grade items contributed to their final grade and how much; which grade items were bonus grades; and whether their grade was adjusted.
Step 7: Grades Setup Summary
The final step summarises the choices you made while setting up your grade book. If you change your mind on any of the choices, click the Back button to return to the step and adjust it. Clicking Finish on this page completes the set up process and takes you to a Manage Grade screen where you will see a list of options for continuing work in the Grades tool:

  • Create a New Grade Category
  • Create a New Grade Item
  • Import Grades
  • Create a New Grade Scheme
  • Manage Grade Items and Categories
  • Enter Grades.
SETUP WIZARD
Step 1: Choose Grading System
  1. Click on Assessments and then click on Grades.
  2. In the Grades page, click on Setup Wizard then select Start.
  3. Choose Grading System
  • Weighted grade: Under a Weighted system, grade categories are required and each category is assigned a weight as a percentage of the final grade. Grade items are assigned a weight as a percentage of their parent category (or of the final grade if they have no parent category). The grades tool will show warnings on the screen if the categories/items do not add up to 100 per cent. You can ignore these warnings and operate your grades tool without a total weight of 100 per cent. Keep in mind, however, that final grades will be calculated with the assumption that the total equals 100 per cent.
  • Point grade: A Point system is the simplest Grade System for students and teaching staff. Under a points system, grade items are given a value in points. Categories are not required in a point system. If you do use Categories to group your grade items, the Categories are then calculated by the sum of the points of their child items. The final or cumulative grade becomes the total number of points of all the grade items.
  • Formula grade: Under a Formula system, items are given a points-value then a custom-defined formula determines how they contribute to the calculated final grade. This option can be difficult to use and should only be used when the simpler options cannot fulfil your requirements. Occasionally the Formula Editor will use parenthesis that are not displayed in the Editor, but will be placed in the Final Grades Properties page (so make sure to double check when troubleshooting).
Step 2: Final Grade Released
The type of final grade to release determines whether the students see a cumulative grade throughout the teaching period or only an adjusted grade at the end of the teaching period.

  • Calculated Final Grade: The final grade or cumulative grade calculated by the grade book.
  • Adjusted Final Grade: A modified or adjusted final grade entered manually by you.
Step 3: Grade Calculations
The grade calculations step provides additional choices for calculating students’ grades. It allows you to decide how you want to calculate ungraded items and whether you want to maintain users’ final grades up to date automatically.

  • Drop ungraded items: Grade items that you have not entered grades for are not counted towards students’ final grades. They are ignored in the final grade calculation. Select this option if you plan to make students’ grades available to them before the end of the course. Assign a grade of 0 (zero) for any grade work that is not submitted so that the assignment is included in the overall calculation.
  • Treat ungraded items as 0: Grade items that you have not entered grades for count as 0 towards students’ final grades. Select this option if you leave grade items blank because no work was submitted and you don’t want to manually change the grades to 0.
    Note: If you add new items to the grade book later, users receive a 0 until you update their score.
  • Automatically keep final up to date: If you select this option, final grades are automatically adjusted after changing a grade item. If you do not select this option, you must instruct the grade book when to recalculate final grades.
    Tip: Turn this option off to reduce page reload times for large classes.
Step 4: Choose Default Grade Scheme
A grade scheme is a way of organising students’ performances on grade items into levels of achievement. A grade scheme can include any number of achievement levels. Each achievement level has its own range of acceptable grades and a symbol, such as a numeric value, letter or text description to represent it.

  • Percentage: Total points divided by total possible points = 100%, 90%, 80%, etc.
  • Letter: F, D, C, B, A, A+.
  • Text: Below Expectations, Meets Expectations, Exceeds Expectations.
Step 5: Manage View Display Options
Enter the number of decimal places to be displayed for the grades.
Step 6: Submission View Display Options
You can set whether students see their grades as point values, percentages, or scheme levels and whether they can see the calculation method (logic) behind their final grade.

  • Points grade: Releasing the points grade to a student shows them the value a grade item was marked out of and their score, e.g. 6/10.
  • Weighted grade: Releasing the weighted grade to a student shows them how much the grade item is worth in relation to its category or the final grade, e.g. 3/5 (for a student who scored 60% on a grade item worth 50% of a category worth 10% of the final grade).
    Note: This option is only available if you chose the weighted grading system in step 2.
  • Grade scheme symbol: Releasing the grade scheme symbol to a student shows them the scheme level they received on a grade item, e.g. ‘Good’.
  • Grade scheme colour: Releasing the grade scheme colour shows a student the colour associated with the scheme level they received.
  • Number of decimals to display: Controls the number of decimal places a student sees in the Grade Book. The default value is 2 and the maximum value is 5.
    Note: This option only changes how many decimals display. It does not control how many decimals the Grades tool rounds to when calculating grades.
  • Number of characters to display for Text items: Controls the number of characters a student sees for a text item. When setting this value you should try to find a balance between presenting enough information for users to recognize the Text item and keeping the item concise, so that it displays clearly. The default value is 15 and the maximum value is 50.
  • Display final grade calculation to users: Displaying the final grade calculation to a student allows them to view how their final grade was calculated. They can see which grade items contributed to their final grade and how much; which grade items were bonus grades; and whether their grade was adjusted.
Step 7: Grades Setup Summary
The final step summarises the choices you made while setting up your grade book. If you change your mind on any of the choices, click the Back button to return to the step and adjust it. Clicking Finish on this page completes the set up process and takes you to a Manage Grade screen where you will see a list of options for continuing work in the Grades tool:

  • Create a New Grade Category
  • Create a New Grade Item
  • Import Grades
  • Create a New Grade Scheme
  • Manage Grade Items and Categories
  • Enter Grades.
MANAGE GRADES
Hide a Grade Item
  1. Click on Assessments then click on Grades from the navigation bar.
  2. From the Manage Grades page, click on the grade item that you wish to hide.
  3. Click on the Restrictions tab.
  4. Select Hide this grade item.
  5. Click Save and Close.
Import and Export Grades

Export Grades

Use this function to get a list of students’ grades in CSV or Excel format.

  1. Click on Assessments then click on Grades from the navigation bar.
  2. Click on Enter Grades.
  3. Click on Export.
  4. If you wish to export only a certain sections or groups, click on the drop-down list of All users and click Apply. Select the sections or groups and click Apply.
  5. Under the Key Field, select either Org Defined ID or Username or Both.
    Note: Org Defined ID is the Student ID.
  6. Select the Grade Values that you wish to use.
  7. Under the User Details, select the fields you need.
  8. Under the Grade Item, select the grades that you wish to export.
  9. Click on Export to CSV or Export to Excel.
  10. From the pop-up window, click on the file name to open the file.

Import Grades

It is highly recommend that you use the export function to export a copy of the Classlist before you enter grades. Please ensure that your file is in the correct format before importing grades. The file can either be CSV or TXT format.

  1. Click on Assessments then click on Grades from the navigation bar.
  2. Click on Enter Grades.
  3. Click on Import.
  4. Click on Browse and select the file. Then, click on Open.
  5. Tick the box of Item Creation if you wish to create new grade item.
  6. Click Continue.
  7. In Step 2, click Continue.
  8. In Step 3, click Import.

Export group and section information

  1. Click on Assessments then click on Grades from the navigation bar.
  2. Click on Enter Grades.
  3. Click on Export.
  4. If you wish to export only a certain sections or groups, click on the drop-down list of All users and click Apply. Select the sections or groups and click Apply.
  5. Under the Key Field, select either Org Defined ID or Username or Both.
    Note: Org Defined ID is the Student ID.
  6. Select the Section Membership and/or Group Membership that you wish to export.
  7. Click on Export to CSV or Export to Excel.
  8. From the pop-up window, click on the file name to open the file.
MANAGE GRADES
Hide a Grade Item
  1. Click on Assessments then click on Grades from the navigation bar.
  2. From the Manage Grades page, click on the grade item that you wish to hide.
  3. Click on the Restrictions tab.
  4. Select Hide this grade item.
  5. Click Save and Close.
Import and Export Grades

Export Grades

Use this function to get a list of students’ grades in CSV or Excel format.

  1. Click on Assessments then click on Grades from the navigation bar.
  2. Click on Enter Grades.
  3. Click on Export.
  4. If you wish to export only a certain sections or groups, click on the drop-down list of All users and click Apply. Select the sections or groups and click Apply.
  5. Under the Key Field, select either Org Defined ID or Username or Both.
    Note: Org Defined ID is the Student ID.
  6. Select the Grade Values that you wish to use.
  7. Under the User Details, select the fields you need.
  8. Under the Grade Item, select the grades that you wish to export.
  9. Click on Export to CSV or Export to Excel.
  10. From the pop-up window, click on the file name to open the file.

Import Grades

It is highly recommend that you use the export function to export a copy of the Classlist before you enter grades. Please ensure that your file is in the correct format before importing grades. The file can either be CSV or TXT format.

  1. Click on Assessments then click on Grades from the navigation bar.
  2. Click on Enter Grades.
  3. Click on Import.
  4. Click on Browse and select the file. Then, click on Open.
  5. Tick the box of Item Creation if you wish to create new grade item.
  6. Click Continue.
  7. In Step 2, click Continue.
  8. In Step 3, click Import.

Export group and section information

  1. Click on Assessments then click on Grades from the navigation bar.
  2. Click on Enter Grades.
  3. Click on Export.
  4. If you wish to export only a certain sections or groups, click on the drop-down list of All users and click Apply. Select the sections or groups and click Apply.
  5. Under the Key Field, select either Org Defined ID or Username or Both.
    Note: Org Defined ID is the Student ID.
  6. Select the Section Membership and/or Group Membership that you wish to export.
  7. Click on Export to CSV or Export to Excel.
  8. From the pop-up window, click on the file name to open the file.
RUBRICS
Overview

Rubrics are an assessment marking tool that can be used for determining a grade and or to evaluate Competencies, Activities and ePortfolio items.

Rubrics enable the evaluation of an activity or item based on a predefined set of criteria. They can help ensure that activities and items are evaluated fairly and consistently by one person or by a team of markers.

There are two types of rubrics:

  • Holistic rubrics: These are single criteria rubrics used to assess students’ overall achievement on an activity or item based on predefined achievement levels.
  • Analytic rubrics: These are two-dimensional rubrics with levels of achievement as columns and assessment criteria as rows. These allow you to assess students’ achievements based on multiple criteria using a single rubric. You can assign different weights (value) to different criteria and include an overall achievement by totalling the criteria. Analytic rubrics allow you to evaluate an assessment (via Assignments). Rubrics may also be used to evaluate a Competencies activity or ePortfolio item based on more than one criterion in a single rubric.

The overall score determines whether the activity is achieved.

Create an Analytic Rubric
  1. Click on Setup on the navigation bar.
  2. Click on Rubrics under the Assessment heading.
  3. Click New Rubric in the top tool menu of the Rubric List page.
  4. Enter a Name.
  5. Select Analytic in the rubric Type dropdown box.
  6. Select Points, Custom Points or No Score from the Scoring dropdown menu.
  7. Enter the Criterion and Level details, click on + Add Criterion as required.
  8. Enter point information under the Levels in the top row.
  9. Enter feedback and point details in the Overall Score section.
  10. Click on Options to display additional options.
  11. Choose the relevant options for Rubric Visibility and Score Visibility.
  12. Add a description if required.
  13. Ensure that both boxes of Competencies and ePortfolio are checked to allow associations.
  14. Click on the Close button.
    Note: You cannot associate a rubric with an assessment, a Competencies activity or ePortfolio item until its status is set to published.
Link Rubrics to Assessment Items
  1. Do one of the following:
    • An assignment activity: On the main Assignments page, click on Edit Assignment from the context menu of the assignment you wish to edit. Expand on Evaluation & Feedback.
    • A grade item: From the Manage Grades area, click the name of the grade item.
    • A discussion topic: On the Discussions page, click on Edit Topic from the context menu of the discussion topic you wish to edit. Then, click on Assessment tab.
  2. Click the Add Rubrics button.
  3. Select the Rubric you want to use from the list. Then select Add Selected.
  4. Click Save.
RUBRICS
Overview

Rubrics are an assessment marking tool that can be used for determining a grade and or to evaluate Competencies, Activities and ePortfolio items.

Rubrics enable the evaluation of an activity or item based on a predefined set of criteria. They can help ensure that activities and items are evaluated fairly and consistently by one person or by a team of markers.

There are two types of rubrics:

  • Holistic rubrics: These are single criteria rubrics used to assess students’ overall achievement on an activity or item based on predefined achievement levels.
  • Analytic rubrics: These are two-dimensional rubrics with levels of achievement as columns and assessment criteria as rows. These allow you to assess students’ achievements based on multiple criteria using a single rubric. You can assign different weights (value) to different criteria and include an overall achievement by totalling the criteria. Analytic rubrics allow you to evaluate an assessment (via Assignments). Rubrics may also be used to evaluate a Competencies activity or ePortfolio item based on more than one criterion in a single rubric.

The overall score determines whether the activity is achieved.

Guides

Create an Analytic Rubric

  1. Click on Setup on the navigation bar.
  2. Click on Rubrics under the Assessment heading.
  3. Click New Rubric in the top tool menu of the Rubric List page.
  4. Enter a Name.
  5. Select Analytic in the rubric Type dropdown box.
  6. Select Points, Custom Points or No Score from the Scoring dropdown menu.
  7. Enter the Criterion and Level details, click on + Add Criterion as required.
  8. Enter point information under the Levels in the top row.
  9. Enter feedback and point details in the Overall Score section.
  10. Click on Options to display additional options.
  11. Choose the relevant options for Rubric Visibility and Score Visibility.
  12. Add a description if required.
  13. Ensure that both boxes of Competencies and ePortfolio are checked to allow associations.
  14. Click on the Close button.
    Note: You cannot associate a rubric with an assessment, a Competencies activity or ePortfolio item until its status is set to published.

Link Rubrics to Assessment Items

  1. Do one of the following:
    • An assignment activity: On the main Assignment page, click on Edit Assignment from the context menu of the assignment you wish to edit. Expand on Evaluation & Feedback.
    • A grade item: From the Manage Grades area, click the name of the grade item.
    • A discussion topic: On the Discussions page, click on Edit Topic from the context menu of the discussion topic you wish to edit. Then, click on Assessment tab.
  2. Click the Add Rubrics button.
  3. Select the Rubric you want to use from the list. Then select Add Selected.
  4. Click Save.
SELF ASSESSMENT
Overview
Self assessments allow you to create non-assessable quizzes with automated feedback which students can access in order to reinforce their learning.
Access Self Assessments tool
  1. Click on Setup from the navigation bar.
  2. Under Assessment, click on Self Assessments.
Create Self Assessments
Note: Steps to create self assessments are very similar to create quizzes.

  1. Refer to Question Library to create all self assessment questions. Using this method enables you to reuse questions in quizzes, surveys as well as self assessments. All points values are removed when importing questions from the Question Library to self assessments. Since self assessments are not graded and have no points value, ensure that you use feedback comments to provide feedback for each answer choice within the question.
  2. Refer to Quizzes to create self assessments.
SURVEYS
Creating Surveys
 

The Surveys tool creates surveys which allow you to monitor unit trends and opinions and assess student satisfaction. Not supported by mobile.

Note: Steps to create Surveys are very similar to create Quizzes.

  1. Click on Setup from the navigation bar.
  2. Under Assessment, click on Surveys.
  3. Refer to Question Library to create all surveys questions. Using this method enables you to reuse questions in quizzes, surveys as well as self assessments. All points values are removed when importing questions from the Question Library to surveys.
  4. Refer to Quizzes to create surveys.
Link to Surveys

If the Surveys tool is not available on the navbar, you can create a Announcement to inform your students about the survey.

  1. Under the Content field of announcement, click on Insert Quicklink icon.
  2. From the pop-up, click on Surveys and then select your survey.

 

Create a Report
  1. Click on the survey you have created.
  2. Click on Reports Setup tab.
  3. Click on Add Report.
  4. Enter a Report Name.
  5. Select Report Type:
    Summary Report : display aggregate data
    Individual Attempts: display each attempt individually.
  6. You can choose to immediately release a report after a survey submission, or enter a date and time.
  7. In the Release Report To, select the check box beside each role you wish to release the report to.
    Click Save.
View a Survey Report
  1. On the Manage Surveys page, select Reports from the context menu of the survey you want to view.
  2. Click on the report name.
  3. Specific the time frame.
  4. Click either Generate HTML Report to view the report in your browser, or Generate CSV Report to save the report as a CSV file on your computer.