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Erik Kelly
Interim Instructional Support Supervisor

Vanessa Yieh
Technology Support Specialist


Zachary Zahringer
Technology Support Specialist
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General Information

Overview

GradeBook allows instructors and authorized assistants to record scores for assignments, homework and tests through a web-based interface and distribute them to students electronically and confidentially. GradeBook will also calculate final scores, which can then be downloaded in a format accepted by the Registrar's WebGrades.

GradeBook is optional

GradeBook is optional, and instructors do not have to use GradeBook to record, post, or calculate scores (unless specified by Department/School).

GradeBook was built for distributing assignment scores to students. Over the years, instructors asked for GradeBook to calculate total scores as well. Today, GradeBook can calculate total scores in several basic ways (with a simple average, with weighted categories, and with extra credit options).

However, there are many different grading methods, and GradeBook cannot accomodate them all.

If an instructor does want to use GradeBook to record and post scores, but not to calculate total scores, that's fine! In fact, instructors can download their gradebooks in a format compatible with spreadsheet programs like Excel in order to perform their own, customized calculations, and can even customize the 'Summary' tab to suppress total scores from appearing in their gradebooks at all.

The EEE Web Team does our utmost to adapt EEE tools, including GradeBook, to meet campus needs. We may not be able to take action immediately, but we monitor all feature requests and will work diligently to implement as many as we can. If you have a suggestion, please contact us.

Learn about GradeBook math

To learn more about GradeBook math, including advanced options like categories, extra credit, and dropped scores, visit the "GradeBook Calculations".

For additional questions, please Contact Us.

Prepare your students: GradeBook primer

If you will be using GradeBook in your class, you can help prepare your students with the GradeBook primer. The primer is a one-page document that is ideal for printing and distributing to your students in class, or linking to from your class website!

image of GradeBook primer document

Download the GradeBook primer (pdf, 48 KB)

The GradeBook primer tells your students:

  • What GradeBook is
  • Why GradeBook is a helpful tool
  • How to access GradeBook
  • How to view scores released in GradeBook
  • Where to find official, final scores
  • Where to find more help

Using GradeBook

Access GradeBook

Accessing GradeBook through MyEEE:
  1. Sign in to EEE and go to your MyEEE page.
  2. Click GradeBook by the appropriate class.
    Image of GradeBook Link
You should now be in GradeBook.
Accessing GradeBook through the ToolBox:
  1. Sign in to EEE and go to your MyEEE page.
  2. Click ToolBox.
    Image of ToolBox
  3. Click GradeBook.
    toolbox to gradebook link
You should now be in GradeBook.

Grant assistant(s) access to GradeBook

Access can be granted to assistants through Assistants.

Complete instructions can be found in Assistants Help & How-to.

Create gradebooks

  1. Press Create a New GradeBook.
    iamge of create a new gradebook button
  2. Enter a name for your new gradebook.
  3. Check the box(es) next to the class(es) with which you wish to associate this gradebook.
  4. Press Create.
    image of create button
Your gradebook should now be created.

Copy gradebooks

  1. Click Copy by the appropriate gradebook.
    image of copy link
  2. Enter a new name for your copied gradebook:
    • To use the same name for each course code's copy, enter the name in the first text field and click Apply button.
      image of apply button
    • To use separate names for each copy, enter the desired name in the right of each applicable course code.
  3. Check the box(es) next to the class(es) with which you would like a copy to be associated.
  4. Press Copy GradeBook.
    copy gradebook button
Copies of your gradebook should now be made for each selected class.

Copy merged gradebooks

Copying a single gradebook so that the copy includes multiple course codes is not currently supported. However, it is possible to produce this effect by copying a gradebook to one of the individual course codes and then editing the gradebook's properties to add the other course codes.

  1. Click Copy by the appropriate gradebook.
    copy link
  2. Enter a new name for your copied gradebook.
  3. Check the box next to the class with which you would like the copy associated.
  4. Press Copy GradeBook
    copy gradebook button
  5. Open the copied gradebook.
  6. Select the properties tab.
  7. Press Edit Properties
    edit properties button
  8. Under Associate to Classes select the classes you would like the gradebook associated.
  9. Press Save Changes
    save changes button
A copy of your merged gradebook should now be made.

Delete gradebooks

  1. Click Delete by the appropriate gradebook.
    image of delete link
  2. Read the warning message carefully. Deleted GradeBooks cannot be retrieved.
  3. Click the checkbox labeled "I CONFIRM deletion of gradebook named (gradebook name)."
  4. Press Delete Gradebook and All Assignments.
    image of delete button
Your gradebook should now be permanently deleted.

Edit gradebooks' names and settings

  1. Select the gradebook you wish to edit.
  2. Verify that you are within the "Properties" tab.
    Properties Tab
  3. Press Edit Properties.
    image of edit properties button
  4. Make any desired changes to:
    • Name
    • Association with classes
    • Introduction / Overview
    • Grading scale
  5. Press Save Changes.
    image of save changes button
Your gradebook should now reflect your changes.

Customize the summary layout

The summary tab lets you easily view your entire gradebook. Optionally, you can customize the summary tab to include more information.

Customizing your summary layout:
  1. Select the gradebook whose summary layout you wish to customize.
  2. Verify that you are within the "Summary" tab.
    Summary Tab
  3. Press Column Options.
    image of column options button
  4. Check the box to the left of each column option you wish to display in the summary view.
  5. Press Save Changes.
    image of save changes button
Your gradebook summary should now reflect the changes you have made.

Add students to gradebooks

When a gradebook is associated with a class, all officially enrolled students will automatically be added to the gradebook. You may also manually add students to your gradebooks.

Adding students to your gradebook:
  1. Select the gradebook to which you wish to add a student.
  2. Verify that you are within the "Summary" tab.
    Image of Summary Tab
  3. Press Add Student.
    image of add student button
  4. Enter the student's ID number or UCInetID in the appropriate field.
  5. Press Look-up Student.
    image of look-up student button
  6. Press Correct, Add Student.
    image of correct, add student button
The student should now be added to the gradebook.

Delete students from gradebooks

GradeBook automatically adds any newly enrolled students, but does not automatically remove un-enrolled students for several reasons. For instance, a non-enrolled student may be auditing the class, or may be removed due to an enrollment error or unpaid fees and later re-add the class, or the instructor may need to preserve the student's records for some other reason.

Manually removing un-enrolled students:
  1. Select the gradebook from which you wish to delete a student.
  2. Verify that you are within the "Summary" tab.
    Image of Summary Tab
  3. Check the boxes to the left of the student ID numbers and names for those students you wish to remove.
  4. Press Delete Checked.
    image of delete checked button
  5. Read the warning message carefully. Deleted students cannot be recovered.
  6. Press Remove Student(s) if you are sure you wish to remove the selected student(s) and all associated scores from your gradebook.
    image of remove students button
The selected student(s) should now be deleted.

Download gradebooks

You can download your gradebook in three different formats, each of which is compatible with Excel and other common spreadsheet programs.

  • Only assignments and columns displayed on the Summary view
    • Tab-delimited file containing only the columns appearing on the "Summary" tab.
  • All assignments and columns
    • Tab-delimited file containing all columns available, including hidden columns on the "Summary" tab.
  • WebGrades-format
    • A file designed for upload to the Registrar's WebGrades. This file only contains columns for the Student ID Number, Student Name and Final Alphabetic Grade.
Downloading your gradebook:
  1. Select the gradebook you wish to download.
  2. Verify that you are within the "Summary" tab.
    Image of Summary Tab
  3. Press Download Options.
    image of dowload options button
  4. Select one of the download options:
    • Only assignments and columns displayed on the Summary view — a tab-delimited file containing only the columns appearing on the "Summary" tab
      • If visible, check "Download alphabetic scores as numbers" to convert alphabetic assignment scores to numbers and check "Include comments" to include your comments on individual scores.
    • All assignments and columns — a tab-delimited file containing all columns available, including hidden columns on the "Summary" tab
      • If visible, check "Download alphabetic scores as numbers" to convert alphabetic assignment scores to numbers and check "Include comments" to include your comments on individual scores.
    • WebGrades-format — a file, containing columns for the Student ID Number, Student Name and Final Alphabetic Grade, for uploading to Registrar's WebGrades
      • Verify that you have read the reminder about WebGrades.
  5. Press Next.
    image of Next button
  6. Depending on your browser settings, you may be asked to chose a save location for the file or it may download automatically.
Your gradebook should now be downloaded as a .txt file to the specified location.

Download multiple gradebooks for WebGrades

You can download multiple gradebooks in a compatible format designed for upload to the Registrar's WebGrades.

Downloading multiple gradebooks:
  1. Verify that you are in the "My Class Gradebooks" tab of GradeBook.
    image of My Class Gradebooks tab
  2. Press Download for WebGrades.
    image of Download for WebGrades button
  3. Select the gradebooks you wish to download.
    If your gradebook is missing scores, you will not be able to download the scores until all students have scores.
  4. Press Next.
  5. Select a download format:
    • Download a ZIP archive of the selected gradebooks
    • Combine gradebooks and download as a single WebGrades-format file
  6. Verify that you have read the reminder about WebGrades and press Next to continue.
  7. Depending on your browser settings, you may be asked to chose a save location for the file or it may download automatically.
You should now have downloaded your gradebooks.

Assistant access to WebGrades

Although assistants can be granted access to manage scores through GradeBook, at the end of the quarter, the official Instructor of Record must be the one to submit final grades to the Registrar's WebGrades.

For questions regarding WebGrades and final scores submission, please contact the Registrar.

View action/change logs

For your convenience, EEE provides logs of most common GradeBook actions. Logs can help you keep track of recent changes, particularly in collaboratively-managed gradebooks.

If you have any questions about your gradebook logs or would like to request additional information, Contact Us.

Viewing most recent access logs:
  1. Verify that you are within the "Assignments" tab.
    image of assignment tab
  2. At the top of the page you will see the most recent 3 records of administrators accessing your gradebook. For more details, click the "View Logs" link.
Viewing action/change logs:
  1. Select the gradebook for which you wish to view logs.
  2. Verify that you are within the "Logs" tab.
    Logs Tab
You should now be viewing recent action logs.
  1. Verify you are on the "Summary" tab.
    image of summary tab
  2. In the upper-right, click Printer Friendly.
    image of printerfriendly link
  3. Print the web page.
You should have successfully printed your gradebook.
Even in the printer-friendly view, larger gradebooks may not print properly
If you have difficulty printing your gradebook form your web browser, consider downloading your gradebook, opening it in a spreadsheet program such as Excel, and printing the gradebook from that application.

Combining gradebooks

We want to make this process easier. Help us out by taking a short survey.

Sometimes instructors and TAs create separate gradebooks for the same assignments. This might be intentional (a class can have more than one gradebook) or might be unintentional and prevent instructors and TAs from viewing grade summaries of all students in a class at once.

It is possible to combine multiple gradebooks into one by downloading all the gradebook data, then importing assignment information into the new or existing gradebook.

Important notes about combining gradebooks:
  • This section assumes that each gradebook has a unique list of students (for example: a separate gradebook for each discussion section, when you really need a single gradebook for the whole lecture instead).
  • If that is not the case, and the gradebooks you are combining have overlapping or identical lists of students, be very careful you do not unintentionally replace students' scores! When you upload scores from one gradebook to another, the scores in the uploaded file will replace any existing scores for the same student. To guard against this, consider editing together one master spreadsheet with all the correct scores before you begin uploading scores to the new gradebook.
Downloading each section's gradebook:
  1. Open a gradebook for the class.
  2. Verify that you are within the "Summary" tab.
    Image of Summary Tab
  3. Press Download Options.
    image of dowload options button
  4. Select "All assignments and columns" under "Download for personal use".
  5. Press Next.
  6. Depending on your browser settings, you may be asked to chose a save location for the file or it may download automatically.
  7. Repeat steps 1-6 for every other gradebook for the class.
You should have successfully downloaded all gradebooks as .txt files.
Open the files in a spreadsheet application such as Excel and take note of which column contains the student names, student ID numbers, and scores for each assignment.
Combining separate gradebooks:
  1. Either create a new gradebook for the class, or pick one of your existing gradebooks to keep (merging the others into that gradebook) — If you are keeping an existing gradebook, skip to step 15.
  2. Add an assignment to the new gradebook with the appropriate settings for the assignment you are about to add.
  3. On the Add an Assignment page, click the Upload option under "Add Grades."
    Image of Upload radio button
  4. Choose the "Tab-delimited" option.
  5. Press Browse or Choose File and locate one of the gradebooks that you have downloaded.
  6. Use the pull down menus to indicate which columns are associated with the Student ID Number, Student Grades, and (optionally) Student Comment.
  7. Press Next.
    Optional: Add comments or modify scores if necessary.
  8. Press Next.
  9. Review your scores to ensure accuracy.
  10. Press Next.
  11. Choose whether or not to distribute the scores to your students.
    If you are combining additional gradebooks, it is recommended that you do not distribute the scores until all the data has been added.
  12. Press Finish.
  13. Verify that you are within the "Assignments" tab.
    Assignments Tab
  14. Click Edit in the "# of Grades" column of the first assignment (if you created a new gradebook, this is the assignment you added in steps 2-13).
    edit of number of grades link
  15. Click Upload scores from a delimited file.
  16. Choose the "Tab-delimited" option.
  17. Press Browse or Choose File and locate another gradebook that you have downloaded as a .txt file.
  18. Next to "Student Grades," click the drop down menu and select the appropriate column of the assignment in the .txt file.
  19. Press Next.
  20. Press Next.
  21. Verify that the scores are correct and that the scores uploaded earlier are still retained.
    If a student exists in both gradebooks, the new score will overwrite his old score, even if the new score is a blank or a 0.
  22. Press Save and Done.
  23. Repeat steps 15-24 until you have imported all gradebook data needed for that assignment.
  24. Repeat steps 2-24 until you have added all the assignments to the gradebook.
You should have successfully combined multiple gradebooks.

Ignore zeros in statistical calculations

By default, the statistics provided on a gradebook's 'Summary' tab factor in assignments with a zero score. Optionally, you can exclude zeros from statistics via a column option.

  1. Open the appropriate gradebook.
  2. Verify that you are within the "Summary" tab.
    Summary Tab
  3. Press Column Options.
    image of column options button
  4. Check the box labeled 'Ignore zeros in statistical calculations.'
  5. Press Save Changes.
    image of save changes button
The statistics on the 'Summary' tab should now be derived exclusing zeros.

Managing Assignments

Add single assignments

  1. Select the gradebook to which you wish to add an assignment.
  2. Verify that you are within the "Assignments" tab.
    Assignments Tab
  3. Press Add One Assignment.
    image of add one assignment button
  4. Enter the assignment information, including:
    • Name of Assignment
    • Maximum numeric score
    • The desired grading scale
  5. Select whether or not you would like to add scores manually, upload them, or enter them at another time.
    Manually adding scores:
    1. Press Next.
    2. Add your scores and (optionally) comments.
    3. Press Next.
    4. Review your scores to ensure accuracy.
    5. Press Next.
    6. Choose whether or not to distribute the scores to your students.
      • If you distribute scores to your students, there are several options that you may enable.
    7. Press Finish.
      image of finish button
    Your assignment should now be added. If you opted to distribute the assignment, the scores should now be released to the students.
    Uploading scores:
    1. Select the appropriate type of file (tab- or comma-delimited).
    2. Press Browse or Choose File and locate the file on your computer.
      image of browse button
    3. Use the pull down menus to indicate which columns are associated with the Student ID Number, Student Grades, and (optionally) Student Comment.
    4. Press Next.
      Optional: Add comments or modify scores if necessary.
    5. Press Next.
    6. Review your scores to ensure accuracy.
    7. Press Next.
    8. Choose whether or not to distribute the scores to your students.
      • If you distribute scores to your students, there are several options that you may enable.
    9. Press Finish.
      image of finish button
    Your assignment should now be added. If you opted to distribute the assignment, the scores should now be released to the students.
    Adding scores at another time:
    1. Press Next.
    2. Press Finish.
    Your assignment should now be added.

Learn about tab- and comma-delimited files

Tab-delimited and comma-delimited files are spreadsheets saved as simple text files, the difference being how they separate information. Both file types can be created with a text editor application or a spreadsheet application such as Microsoft's Excel.

Tab-delimited files are preferred over comma-delimited files for two reasons:
  • Tab-delimited files are required for compatibility with the Registrar's WebGrades
  • Comma-delimited files can sometimes cause errors with student names.
Creating a tab-delimited file with a spreadsheet application:
  1. Open a spreadsheet application (such as Microsoft Excel).
  2. Create a column for Student ID Numbers, Student Grade, and optionally, Student Comment.
  3. In each row, enter the appropriate student information under each column.
  4. Go to "File" and click "Save."
  5. Under "Save as type," select "Text (Tab delimited)."
  6. Click Save.
Your tab-delimited file should now be created.
Creating a tab-delimited file with a text editor:
  1. Open a text editor (such as Notepad for Windows and TextEdit for Mac).
  2. For each line:
    • Enter the student's Student ID number, or "N/A" if they do not have one.
    • Press the "Tab" key, and enter the student's grade.
  3. Once you have repeated the process for all desired entries, go to "File" and click Save.
Your tab-delimited file should now be created.

Upload multiple assignments at once

  1. Select the gradebook to which you wish to upload assignments.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignments Tab
  3. Press Upload Multiple Assignments.
    image of upload multiple assignments code
  4. Select the appropriate type of file (tab-delimited or comma-delimited).
  5. Press Browse or Choose File and locate the file on your computer.
    image of browse button
  6. Enter the number of columns that your file contains in the specified field.
  7. Press Update.
    image of update button
  8. Use the pull down menus to indicate which columns are associated with the Student ID Number and Student Grades.
  9. Press Upload Grades.
    image of upload grades button
  10. Verify that you are within the "Assignments" tab.
  11. Locate the "New Uploads" section.
    image of new uploads section
  12. Click "Complete this Upload" next to an assignment you uploaded.
    image of complete this upload link in new uploads section
  13. Set or change the assignment information, including:
    • Name of Assignment
    • Maximum numeric score
    • The desired grading scale
    • Assignment category (if available)
  14. Press Next.
  15. Change or add scores and (optionally) comments.
  16. Press Next.
  17. Review your scores to ensure accuracy.
  18. Press Next.
  19. Choose whether or not to distribute the scores to your students.
    • If you distribute scores to your students, there are several options that you may select.
  20. Press Finish.
    image of finish button
  21. Repeat steps 10 through 20 for each assignment you have uploaded.
  22. Your assignments should now be uploaded and should appear in your gradebook.

Edit assignments

  1. Select the gradebook containing the assignment you wish to edit.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment tab
  3. Select the appropriate link to edit the properties, grades, or distribution options of the assignment you wish to edit:
    • Click Edit Properties located under the "Types & Value" column to edit the assignment's general properties (name, grading scheme).
      image of edit properties
    • Click Edit Grades located under the "# of Scores" column to edit assignment scores.
      image of edit grades
    • Click Distribute scores or Edit distribution options located under the "Distributed?" column if you wish to distribute the assignment scores or make changes to any previous distribution options.
      Assignment Distributed view/edit link
  4. Press Save Changes button once you are finished editing any of the assignment areas.
    image of save changes button
Your changes should now be made.

Delete assignments

  1. Select the gradebook containing the assignment(s) you wish to delete.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignments tab
  3. Click Edit Properties located under the "Types & Value" column to edit the assignment's general properties (name, grading scheme).
    image of edit properties
  4. Click Delete this assignment.
    Note: Deleted assignments cannot be recovered.
    image of delete assignment link
  5. Press Delete Assignment if you are sure you wish to delete the selected assignment.
    image of delete assignment confirmation button
The selected assignment should now be permanently deleted and will no longer appear in your gradebook.

Managing Categories

Set assignment weights with categories

To determine the weight of different assignments towards the final grade, you may set up categories. Optionally, you may also drop a set number of lowest scores from each category.

Add categories

Adding categories:
  1. Open the gradebook to which you will add categories.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment Tab
  3. Press Use Weighted Categories if categories do not already exist for this gradebook or press Modify Categories & Weights if they do exist.
    image of Use Weighted Categories
  4. Add a category by doing the following:
    • Enter the name of your category in the box.
      image of add category box
    • Press Add.
    • Enter the weight and the number of lowest scores to drop for the category.
      image of weight box and drop lowest scores box
  5. Press
    • Next if your gradebook has assignments, and select the appropriate category for each assignment. Then, press Save Changes.
      image of Next button
    • Save Changes if your gradebook has no assignments or if you have added assignments to this gradebook before.
      image of save changes button
Your categories should now have been created.

Edit categories

Editing categories:
  1. Open the gradebook of which you will edit categories.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment Tab
  3. Press Modify Categories & Weights.
  4. Edit a category by doing the following:
    • Find the category you wish to edit.
    • Edit the name of the category under the "Category" column.
    • Edit the weight under the "Weight" column.
    • Edit the number of lowest scores to drop under the "Drop Lowest Scores" column.
    • Press the "Up" or "Down" icons under the "Reorder" column to rearrange the order of the categories.
  5. Press Save Changes.
    image of save changes button
Your categories should now have been edited.

Remove categories

Removing categories:
  1. Open the gradebook from which you wish to remove categories.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment Tab
  3. Press Modify Categories & Weights.
  4. Remove a category by doing the following:
    • Find the category you wish to remove.
    • Click the red delete icon next to the category name.
  5. Press Save Changes.
    image of save changes button
Your categories should now have been deleted.

Add assignments to categories

Adding new assignments to categories:
  1. Add an assignment.
  2. Drag the assignment to the desired category.
    image of category drag down
The assignment should now appear in the specified category.
Adding existing assignments to categories or changing the categories of assignments:
  1. Select the gradebook containing the assignments you wish to add.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment Tab
  3. Press Organize Categories & Assignments.
    image of recategorize assignments button
  4. Drag the assignment to the desired category.
    image of category drag down
  5. Press Save Changes.
Your assignments should now have been recategorized.

Managing Scores

Add or edit assignment scores

After you have added an assignment, you can return at any time to add/edit scores. Grades can be entered manually or uploaded.

Adding scores by uploading:
  1. Select the gradebook containing the assignment to which you wish to add scores.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment tab
  3. Locate the assignment to which you wish to upload scores.
  4. Click Edit under the "# of Scores" column.
    image of edit scores link
  5. Click Upload grades from a delimited file.
    image of upload scores from a delimited file button
  6. Select the file type, tab-delimited or comma-delimited.
  7. Press Browse or Choose File and locate the appropriate file.
    image of browse button
  8. Use the drop-down menus to indicate which columns are associated with the Student ID Number and Student Grades.
    Optional: The file can also contain the Student Comment.
  9. Press Next.
  10. If necessary, add any comments or modify the scores.
  11. Press Save Changes.
    image of save changes button
The scores should now be added.
Adding or editing scores manually:
  1. Select the gradebook containing the assignment to which you wish to add or edit scores.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment Tab
  3. Locate the assignment to which you wish to add or edit scores.
  4. Click Edit under the "# of Scores" column.
    image of edit scores link
  5. Enter the scores for each student, or edit any existing scores.
    Optional: Add comments.
  6. Press Save Changes.
    image of save changes button
  7. The scores should now be added or edited as appropriate.
If an assignment has both alphabetic and numeric scores, GradeBook will not factor that assignment into the total score calculations. For GradeBook to include an assignment in the total scores, the assignment's scores must all be alphabetic or must all be numeric.
Manage an individual student's scores:
  1. Select the gradebook containing the student.
  2. Verify that you are within the "Summary" tab.
    Image of Summary Tab
  3. Click the icon under "View or Edit" that corresponds to the student with the scores you wish to add or edit.
    image of view/edit icon in summary tab
  4. Enter the scores for the student, or edit any existing scores, under the "Update Score" column.
    Optional: Add comments.
  5. Press Save & Done.
    image of save and done button
  6. The scores should now be added or edited as appropriate.

Drop lowest scores

If you are using categories, you can set a number of lowest scores in each category to be dropped automatically. Low scores may only be dropped on assignments residing within a category. Lowest scores are calculated based on the greatest impact to the student's final score. [More Info]

Dropping lowest scores
  1. Select the gradebook to which you wish to add or edit categories.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment Tab
  3. Press Modify Categories & Weights.
    image of Modify Categories and Weights button
  4. Enter or edit the number of lowest scores to drop under the "Drop Lowest Scores" column for each category.
  5. Press Save Changes.
The appropriate number of lowest scores for each designated category should now be dropped.

Adjust final scores

GradeBook calculates final scores using your category weights and other settings. You can manually adjust the final score if you wish to override it. If you distribute total scores via GradeBook, students' whose scores have been adjusted will see the adjusted score only (as shown on the Summary tab); they will not be able to see the pre-adjustment score.

Adjusting a student's final score:
  1. Select the gradebook containing the student's score you wish to adjust.
  2. Verify that you are within the "Summary" tab.
    Image of Summary Tab
  3. Click the icon under the "View or Edit" column to the left of the student's ID number.
  4. Enter your adjustment in the 'Letter override or % adjustment' box.
    There are three different ways to adjust a score:
    • Enter a positive value to raise the score.
      Example of entering positive value of '5' to raise a student's total score from 95% to 100%
    • Enter a negative value to lower the score.
      Example of entering negative value of '-5' to lower a student's total score from 95% to 90%
    • Enter an alphabetic grade or other accepted notation to override the score.
      Example of entering 'NR' to replace a student's total score
  5. Press Save Changes.
    image of save changes button
The student's score should now be adjusted and the change should appear in the "Summary" tab.

Assign extra credit

There are three ways to assign extra credit:
  1. Manually adjust the student's final score.
  2. If you are using categories, set the total value to exceed 100%, creating the potential for extra credit.
  3. Designate an assignment as extra credit by checking "This is an extra credit assignment" when adding or editing an assignment.
Important notes about categories and extra credit:
  • Do not check "This is an extra credit assignment" if you are planning to use category values exceeding 100% to designate your extra credit; doing so will cause a calculation error.
  • If your categories do not exceed 100%, you can designate extra credit by checking "This is an extra credit assignment," but keep in mind that this will make it possible to exceed the value of the category in which the extra credit is placed.

Assign "NR" or other values as scores

In additional to regular alphabetic and numeric scores, GradeBook accepts other notations that are accepted by the Registrar. The folowing notations are acceptable in GradeBook (excluded from calculations): H, I, IP, NP, NR, P, S, U (last updated Spring 2010)

If a student is taking a class with the pass/no pass option, no action is needed on your part. The Registrar will automatically convert the final score after it has been submitted.
Assigning "NR" or another value as a final grade:

To override a student's final grade with "NR" or anyother accepted value, use the final grade adjustment option.

  1. Select the gradebook containing the scores you wish to adjust.
  2. Verify that you are within the "Summary" tab.
    Image of Summary Tab
  3. Click the icon under the "View or Edit" column to the left of the student's ID number.
  4. Scroll down to the "Adjustment" field and enter the appropriate notation.
  5. Press Save Changes.
    image of save changes button
The student's final grade should now be set to the grade you have selected and the change should appear in the "Summary" tab.

Convert all blank scores to scores of zero or F

By default, GradeBook treats blank scores as dropped; they are not factored into the total score at all and will not penalize a student, whereas scores of zero or "F" will penalize a student. If you wish to convert all blank scores in a gradebook to zero or F scores, GradeBook offers a one-time conversion tool that is irreversible.

Converting all blank scores to scores of zero or F:
  1. Select the gradebook containing the scores you wish to adjust.
  2. Verify that you are within the "Summary" tab.
    Image of Summary Tab
  3. Click "One-time conversion tool" above the table of assignments.
  4. Review the message.
  5. Press Continue.
All blank scores (noted as "--") in the gradebook should have been replaced with "0" for numeric assignments and "F" for alphabetic assignments.
You can learn more about how GradeBook calculates total scores on the GradeBook Calculations page.

IMPORTING FROM OTHER SERVICES

Copy from Quiz

The results of a quiz can be quickly copied to a specific GradeBook without having to download any files. In order to copy scores to GradeBook, you must have a gradebook attached to the same course code as the quiz.

To Copy quiz scores to GradeBook:

  1. Click Toolbox to reveal the dropdown menu of tools.
    image of toolbox dropdown menu
  2. Click Quiz.
  3. Click the Assigned Quizzes tab.
    Image of Assigned Quizzes tab
  4. Click Results by the appropriate quiz.
    image of results link
  5. Click the Participants tab.
    image of view participants tab
  6. Press Copy to Gradebook.
    image of copy to gradebook tab
  7. Press Copy & go to gradebook to finish.
    image of copy and go to gradebook button
    Note: There a few different screens you might see depending on many factors. See the alternate screens section for additional information.
  8. Once in GradeBook, click Finish adding quiz scores.
    image of finish copying quiz scores link
  9. Make sure the name and maximum numeric score match the name and total possible score of the quiz.
    image of Gradebook edit properties screen
  10. Press Next.
  11. Review your scores to ensure accuracy.
  12. Press Next.
  13. Choose whether or not to distribute the scores to your students.
    • If you distribute scores to your students there are several options that you may enable.
  14. Press Finish.
Your quiz should now be copied to your gradebook.

Add iclicker assignments

An iclicker can gather responses from students. For more information, see Classroom & Computer Support: Audience Response System. Results from iclickers are available in a GradeBook-friendly format; follow the steps below to upload.

Add iclicker assignments
  1. Select the gradebook to which you wish to add an iclicker assignment.
  2. Verify that you are within the "Assignments" tab.
    Assignments Tab
  3. Press Add One Assignment.
    image of add one assignment tab
  4. Enter the assignment information, including:
    • Name of assignment
    • Maximum numeric score
    • The desired grading scale
  5. Select the "Upload" option.
  6. Select the appropriate type of file (tab- or comma-delimited).
  7. Press Browse or Choose File and locate the appropriate file.
    image of browse button
  8. Choose the following column settings:
    • Student ID: Column A
    • Grade: Column D
      iclicker files place scores in column D; be sure to select D, rather then the default C.
    • (Optional) Comment: Select the column containing the consolidated answer keys (see step 4 above)
  9. Press Next.
  10. Add or modify comments and/or scores if necessary.
  11. Press Next.
  12. Review the information to ensure accuracy.
  13. Press Next.
  14. Choose whether or not to distribute the scores to your students.
    • If you distribute scores to your students, there are several options that you may enable.
  15. Press Finish.
    image of finish button
Your assignment should now be added. If you opted to distribute the assignment, the scores should now be released to the students.

Add Webtron assignments

To upload a Webtron assignment to GradeBook, first open the file and make a few moifications in a spreadsheet application, such as Microsoft Excel.

Add Webtron assignments:
  1. Make a copy of your Webtron file, and give it a new name.
    This step is important — you will be making changes to the file and should keep an unaltered copy of the original.
  2. Open the renamed copy of your Webtron file in a spreadsheet application — The following steps are written for Microsoft Excel. If you are using a different application, the steps to open the file may vary.
    • Open Excel.
    • In the File menu click Import.
    • Select "Text File."
    • Select your file.
    • Change the first setting to "Delimited" and click Next.
    • Select "Space" and click Finish.
  3. Find the student scores, which will have the format:
    Student ID | Total Correct | Score % | Graded Responses
  4. Delete all other rows above and below the students' scores.
  5. If you want to include the students' response key (showing correct responses as uppercase letters and incorrect responses as lowercase letters), you may need to consolidate the responses to a single column:
    • Click the first empty cell to the right of the answers.
    • Enter the formula "=($D1 & $E1 & $F1...)" until all answers cells in the first row are included.
      image of excel spreadsheet
    • Press the 'Enter' key on your keyboard and the cell should contain the consolidated answers for the first student.
    • Click and drag from the lower-right hand corner of the cell to apply to the rest of the column.
  6. Save the file in comma- or tab-delimited format.
  7. Open the appropriate gradebook and verify that you are viewing the 'Assignments' tab
  8. Press Add One Assignment.
    image of add one assignment tab
  9. Enter the assignment information, including:
    • Name of assignment
    • Maximum numeric score
    • The desired grading scale
  10. Select the "Upload" option.
  11. Select the appropriate type of file (tab- or comma-delimited).
  12. Press Browse or Choose File and locate the file on your computer.
    image of browse button
  13. Choose the following column settings:
    • Student ID: Column A
    • Grade: Column C
    • (Optional) Comment: Select the column containing the consolidated answer keys
  14. Press Next.
  15. Add or modify comments and/or scores if necessary.
  16. Press Next.
  17. Review the information to ensure accuracy.
  18. Press Next.
  19. Choose whether or not to distribute the scores to your students.
    • If you distribute scores to your students, there are several options that you may enable.
  20. Press Finish.
    image of finish button
The scores from your Webtron file should now be successfully imported into a gradebook assignment.

Add seating assignments from the Registrar's WebRoster

The Registrar's WebRoster can provide randomized seating charts for classrooms equipped with fixed, labeled seats. A recommended FERPA-compliant method of distributing the seating chart to students is by using GradeBook to securely inform each student of their seating assignment. Students will be able to privately view their seating assignments from GradeBook before class.

Assigning seating assignments from WebRoster:
  1. Go to the WebRoster listing for the course.
  2. Copy and paste the roster into Microsoft Excel or another spreadsheet program.
  3. Return to the WebRoster listing for the course.
  4. Press Show Options & Seating.
    WebRoster Show Options button image
  5. In the "Randomized Seating" section, click the drop-down menu and select the appropriate room for seating.
    WebRoster Randomized seating image
    Optional: Check the checkbox next to "Reserve left-handed seats" if you wish to reserve left-handed seats for left-handed students.
    Optional: Enter a number next to "Additional seats needed" if you require more seats than there are students on the roster.
    Note: Only rooms with fixed, labeled seats will appear in this menu
  6. Press Redisplay Roster.
  7. Copy and paste the roster next to the roster that you previously pasted into the spreadsheet.
    WebRoster - everything pasted into excel image
  8. Save the spreadsheet as a tab-delimited TXT file or a comma-delimited CSV file.
  9. Go to the gradebook for the course.
  10. Press Add One Assignment.
  11. Enter a name for the assignment that indicates that it is a seating chart for the exam.
  12. In the "Add Grades" section, upload your file.
  13. Select the column with the UCInetIDs for "Student ID number".
  14. Select any blank column from the spreadsheet for "Student Grades".
  15. Select the appropriate column with the seating assignments for "Student Comment".
  16. Assigning columns in GradeBook image
  17. Press Next.
  18. Press Next.
  19. Review the information to ensure accuracy.
  20. Press Next.
  21. Select Distribute - show score and points possible.
    Release distribute scores radio button image
    Optional: In the "Email Notification" tab, select Send an email notification to students if you want to send out an email notification.
  22. Press Finish.
The seating chart assignments have now been assigned to students.
It may be helpful to send an email to your students to alert them of the seating assignments. For more help, check out this video.
For help with the 'WebRoster', please contact the University Registrar.

Distributing Grades & Scores

Distribute scores to students

  1. Select the gradebook containing the assignment you wish to distribute.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment tab
  3. Click Distribute scores under the "Distributed?" column..
    Assignment Distributed view/edit link
  4. Select the "Distribute - show score and points possible" option.
    Release distribute scores radio button image
  5. There are several options you can select before releasing your scores:
    Email Notification:
    Notify your students by email when scores are released.
    Note to Class:
    Leave a note to be shown to all students while viewing their assignment scores.
    Customize Score Display:
    Display a numeric or alphabetic score, along with an optional grading scale and various statistics including the mean, median, and mode.
    Graph:
    Show one of three graphs to students representing score distribution.
  6. Press Save Changes.
    image of save changes button
The scores should now be distributed to students with the specified options.
You can see exactly what released scores will look like to your students by using the View as student option.

Include optional comments to individual students

  1. Select the gradebook containing the assignment you wish to add a comment to.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment Tab
  3. Locate the assignment to which you wish to add or edit scores.
  4. Click Edit under the "# of Scores" column.
    image of edit scores link
  5. Locate the student(s) you wish to add comments to and type your comments in the "Optional Comment to Student" column.
    Note: If you add a comment and you check the "Do Not Post" column, neither the grade nor the comment will be distributed to that student.
  6. Press Save Changes when you are done.
    image of save changes button
After you distribute the assignment, your comments should be shown to each student along with his/her score. If you choose to leave the comment blank, students will only be able to view his/her score.

Exclude specific students from distribution

  1. Select the gradebook containing the student(s) whose distribution you wish to restrict.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment Tab
  3. Locate the assignment to which you wish to add or edit scores.
  4. Click Edit under the "# of Scores" column.
    image of edit scores link
  5. Locate the student(s) you wish to exclude from distribution and check the corresponding box(es) under the "Do Not Post to Student" column.
The selected students' scores should now be excluded from distribution.

Show alphabetic equivalents next to numeric scores

In your Summary tab:
  1. Select the gradebook.
  2. Verify that you are within the "Summary" tab.
    Image of Summary tab
  3. Press Column Options.
    image of column options button
  4. Select "Show letter equivalent for numeric scores" under "Assignment Information".
  5. Press Save Changes.
The alphabetic equivalent should now be displayed next to each numeric score in the Summary tab.
When displaying grade to student:
  1. Select the gradebook.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment tab
  3. Click View/Edit under the "Assignment Properties" column and next to the appropriate assignment.
    image of view/edit assign properties link
  4. Select "When displaying grade to student, show alphabetic equivalent with numeric score as listed below." under "Numeric Grading Scheme Options".
  5. Press Save Changes.
The alphabetic equivalent should now be displayed to students next to their numeric scores.

Notify students when scores are available

You may elect to notify your students by email when scores are distributed. This option is available when selecting distribution options.

The "From" address is retrieved from the UCI Directory. To change this address, you may update your directory entry.

Sample Email:

Reply-To: Mary Anteater maryant@uci.edu

X-Mailer: EEE GradeBook
Message-Id: <20070523220841.440A4AC04E@eee.uci.edu>
Date: Wed, 23 May 2007 15:08:41 -0700 (PDT)

Anteater, Peter

A grade has been posted for you on the EEE Web site.

GENERAL INFO:
Course: HISTORY 21A: WRLD HIST:BEG-1650, DIS 1 (99104)
Grade for: Assignment 1
Posted by: Mary Anteater, maryant@uci.edu

GET YOUR GRADE:
Login to view your grade:
https://eee.uci.edu/gradebook/student.php?gradebook_id=17&assignment_id=13&gbook_state=score

GOT QUESTIONS?:
- About your grade? Contact the instructor directly.
   maryant@uci.edu
- Trouble accessing your grade? Contact EEE tech support.
   eee@uci.edu
- More info. about electronic grades? Please visit
   https://eee.uci.edu/help/gradebook/students/

Thank you for using EEE.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Note:
Official final grades are available after the end of a term on
the Registrar's Web site (http://www.reg.uci.edu/).
Grades posted on EEE are not officially submitted final grades.
-----------------------------------------------------------------------

Preview an assignment's graphs and statistics

Previewing assignment graphs and statistics:
  1. Select the gradebook in which you wish preview your assignment's graphs and statistics.
  2. Verify that you are within the "Assignments" tab.
    Image of Assignment Tab
  3. Click Stats & Graphs.
    stats and graphs link
You should now be previewing the graphs and statistics for the assignment.

View published grade samples

When a student views a grade, the class name, assignment name, and actual score will automatically be shown. Optionally, you may release additional information when you distribute your assignment.

These options correspond to the numbers on the screenshot below:
(Set in Distribution options)

  1. Display Alphabetic Equivalent: Display the alphabetic equivalent according to the scale below.
  2. Display Total Points Possible: Display the total points possible for an assignment.
  3. Note to Class: Post a note with scores to the entire class.
  4. Note to Student: Post a note for individual students.
  5. Graph Options: Choose from a variety of graph types.
  6. Statistic Options: Display statistical information about the class scores.
  7. Grading Scale: Show the grading scale to students.

Student view of grade summary - By default, the only thing displayed to the student is their numeric grade. If the option "Display alphabetic equivalent using the scale below" is selected, a letter grade will appear beside to their numeric grade. If the option "Display total points possible " is selected, the total points possible for an assignment will be displayed next to the students score. If the option "Post a note with scores" is selected, a note will appear below the numeric grade in a separate reading "Note to whole class: (note here)". If the option "Comment to Student" is selected, a note will appear below the Note to Whole Class, in a similar box reading "Note to you from the instructor: (note here)". If the option "Graph Type" is selected, a large graph will appear below the Comment to Student. If the option "Statistical Information" is selected, the number of scores, the high score, the low score, the mean, the standard deviation, the median and the mode will all be listed to the right of the graph. If the option "Show this full scale below to student" is selected, a table with the scale of numeric scores to letter scores is shown below the graph.

Learn about graph types

There are three different types of graphs that may optionally be included with the release of an assignment's scores.

Standard graph:

Standard Graph - Standard bar graph with scores on the x-axis and numbers of students on the y-axis.

Standard graph with Gaussian curve:

Gaussian Curve Graph - A standard bar graph with a Gaussian curve overlay.

Standard graph with bars as cumulative counts:

Cumulative Graph - Bar graph with scores on the x-axis and cumulative number of students on the y-axis.

View as student

  1. Verify that you are within the "Summary" tab.
    image of summary tab
  2. Click the icon by the student you would like to preview.
    image of view or edit icon
  3. Click View as Student ».
    image of view as student link
  4. Press Return to GradeBook when finished viewing as a student.
    image of return to gradebook button
You should have seen the elected student's current view of distributed scores from your gradebook.

Never post scores on office doors or websites

It is a FERPA violation to post student scores in a public location.

According to the Registrar's Confidentiality of Student Records, "The disclosure of information from student records is governed in large measure by the Federal Family Educational Rights and Privacy Act (FERPA) of 1974, by the State of California Education Code, and by University policy and procedures implementing these laws which protect the student's right of privacy, provide safeguards for the confidentiality of student records, and permit students access to their own records."

"Student records include but are not limited to academic evaluations, transcripts, test scores and other academic records, general counseling and advising records, disciplinary records, and financial aid records."

SUBMITTING OFFICIAL GRADES

Submit final grades to the Registrar

Official grades must be submitted to the Registrar and are not submitted automatically. If you have calculated your students' grades in an EEE gradebook, you can transfer those final grades directly to the Registrar's WebGrades.

Submitting final scores to the Registrar:
Grades for Access UCI/Division of Continuing Education students must be submitted separately to the Division of Continuing Education
Please submit Access UCI/Division of Continuing Education student grades seperately. You should be notified when submitting student grades whether or not you also have Access UCI/Division of Continuing Education students' grades to submit.
  1. Select the gradebook that you wish to submit.
  2. Verify that you are within the "Summary" tab.
  3. Press Transfer to WebGrades.
    transfer to webgrades button image
  4. Review the information displayed.
  5. Press Transfer Grades if everything is correct.
    transfer grades confirmation button image
  6. Verify that each student's grade is correct, and follow the on-screen instructions on the page.
You should now have transferred your EEE gradebook to WebGrades.

You can also manually submit your EEE gradebook to WebGrades by downloading your scores in the WebGrades compatible format and then uploading them to the Registrar's WebGrades system.

For additional help using WebGrades, please see the Registrar's WebGrades help or contact the Office of the Registrar at 949-824-6124 or registrar@uci.edu.

Submit final grades to the Division of Continuing Education

Submitting final scores to the Division of Continuing Education:
  1. Go to Division of Continuing Education Grade Entry.
  2. Click on the appropriate course.
  3. Enter the final grades for your Access UCI/Division of Continuing Education students.
  4. Press Submit Grades if everything is correct.

For additional help, please contact the Division of Continuing Education at 949-824-5414 or dce-services@uci.edu.

TROUBLESHOOTING

Why are some assignments not included in a student's total score?

There are several reasons why an assignment score might be excluded from the calculation for a student's final grade:

  • Some students got letter grades, while others got numeric grades on the same assignment — GradeBook cannot include a mixed alphabetic/numeric assignment in total score calculations.
  • A score has been left blank — Blank scores are treated as dropped; they are not factored into the total score at all and will not penalize a student.
  • A Registrar notation(N, NP, NR, etc.) is in place of a grade — GradeBook cannot include notations other than standard A-F letters and numeric scores in total score calculations.
  • An assignment has been dropped via category settings — Automatically dropped assignments are not included in total score calculations.

Remember, instructors and TAs are not obligated to use the total scores calculated in GradeBook so if GradeBook cannot calculate total scores the way you want it to, you can always calculate those scores via your own methods elsewhere (for example, in a spreadsheet program like Excel).

Why are uploaded scores replaced with 'INV'?

When you upload scores to a gradebook, scores that are not recognized as valid alphabetic or numeric scores will be replaced with 'INV' short for 'invalid.'

  • In an alphabetic assignment, GradeBook will consider letters A, B, C, D, and F valid. GradeBook will also accept the plus or minus sign (+/-) following an alphabetic score.
  • For numeric scores, GradeBook will accept numeric values with a maximum of two decimal places.
  • In both alphebetic and numeric assignments, GradeBook will accept other Registrar notations, including NR, I, S, U, P, NP, and IP.

If you are receiving the 'INV' score error, double-check your students' scores. Make sure the scores are valid and contain no extra spaces or other characters. If you import your scores from SPSS into Excel or from SPSS directly into GradeBook, please note that SPSS appears to add extra spaces that must be removed before GradeBook upload.

Why are some scores in pink italics?

Student scores are shown in pink italics if they are being excluded from final calculation due to any issue that should be reviewed.

If NR, I, S, U, P, NP, IP are being used as a grading option, then the score for this assignment will be ignored and a final score will be calculated without factoring this notation.

Why am I missing classes?

There are several reasons why classes may be missing. Some of the most common causes are listed below.

Common causes for missing classes:

  • You may be viewing a different quarter on EEE — Switch Quarters
  • Students: You may not be officially enrolled in the class — Student Access
  • Assistants: Your instructor may not have added you in Assistants — Learn More
  • Instructors: Your Department Scheduler may have not added you to the Registrar's Electronic Schedule of Classes (eSOC)

Use the Missing Classes look-up tool to check your status and receive trouble-shooting help.

How do I fix the "secondary section" WebGrades error?

WebGrades only accepts grades for certain course sections. For example, WebGrades might accept grades for a lecture, but not for the associated discussion or lab sections. If you built a gradebook associated with the discussion or lab sections and tried to transfer final grades to WebGrades, you would see an error that looks like this:

image of secondary section error

There are two ways to address this error. One option is to download your students' scores in WebGrades format and manually upload the file to the appropriate section in WebGrades, instead of using the automatic 'Transfer to WebGrades' option (see downloading instructions). Alternatively, you can change the gradebook's associations so it is tied to the lecture or other appropriate primary section, which will allow you to use the automatic transfer (see below for instructions).

If you do not know which of your course sections can be graded officially, check the Registrar's WebGrades.
Change a gradebook's associations from secondary to the primary section:
  1. Open your gradebook's "Properties" tab.
    Properties Tab
  2. Press Edit Properties.
    image of edit properties button
  3. Find the "Associated Classes" section.
    image of associated classes under gradebook properties
  4. Un-check the box to the left of each lab, discussion or other secondary class and check the box to the left of the appropriate primary section instead.
    image of selecting only primary class
  5. Press Save Changes.
    image of save changes button
Your gradebook should now be associated with the primary section of your class, which should allow you to successfully transfer grades to the Registrar.