GradeBook — Instructors & TAs
Overview Instructors & TAs Students Staff GradeBook Calculations Teaching Well Printer-friendly view
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!
Accessing GradeBook through MyEEE:
You should now be in GradeBook.
Accessing GradeBook through the ToolBox:
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.
Your gradebook should now be created.
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.
A copy of your merged gradebook should now be made.
Your gradebook should now be permanently deleted.
Edit gradebooks' names and settings
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:
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:
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:
The selected student(s) should now be deleted.
You can download your gradebook in three different formats, each of which is compatible with Excel and other common spreadsheet programs.
Downloading your gradebook:
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:
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:
Viewing action/change logs:
You should now be viewing recent action logs.
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.
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:
Downloading each section's gradebook:
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:
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.
The statistics on the 'Summary' tab should now be derived exclusing zeros.
Add single assignments
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:
Creating a tab-delimited file with a spreadsheet application:
Your tab-delimited file should now be created.
Creating a tab-delimited file with a text editor:
Your tab-delimited file should now be created.
Upload multiple assignments at once
Your assignments should now be uploaded and should appear in your gradebook.
Your changes should now be made.
The selected assignment should now be permanently deleted and will no longer appear in your gradebook.
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.
Your categories should now have been created.
Your categories should now have been edited.
Your categories should now have been deleted.
Add assignments to categories
Adding new assignments to categories:
The assignment should now appear in the specified category.
Adding existing assignments to categories or changing the categories of assignments:
Your assignments should now have been recategorized.
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:
The scores should now be added.
Adding or editing scores manually:
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:
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
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:
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:
Important notes about categories and extra credit:
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.
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:
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:
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
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:
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:
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
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
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
The selected students' scores should now be excluded from distribution.
Show alphabetic equivalents next to numeric scores
In your Summary tab:
The alphabetic equivalent should now be displayed next to each numeric score in the Summary tab.
When displaying grade to student:
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.
Reply-To: Mary Anteater firstname.lastname@example.org
Preview an assignment's graphs and statistics
Previewing assignment graphs and statistics:
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:
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 with Gaussian curve:
Standard graph with bars as cumulative counts:
View as student
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.
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 email@example.com.
Submit final grades to the Division of Continuing Education
Submitting final scores to the Division of Continuing Education:
For additional help, please contact the Division of Continuing Education at 949-824-5414 or firstname.lastname@example.org.
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:
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.'
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:
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:
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:
Your gradebook should now be associated with the primary section of your class, which should allow you to successfully transfer grades to the Registrar.