Gradebooks are always associated with a course and are tracked by a term unrelated to the MPS. A gradebook can be updated during or outside of a development project.

In the Course Details page, the Current Gradebook Unit Details of a course will display as long as a gradebook has been entered. By default, the most recent gradebook will display and is determined by the Start Date of the most recent term.

Note: When published to the syllabus and Course Guide, the gradebook will only have rows in which grades exist.

All other existing gradebooks, including the most current gradebook, will display under the Gradebook History with their respective terms.

Entering Gradebook Data

A new gradebook should be created for each term in which the curriculum or grade structure is revised in the course. The term associated with the gradebook should match the term in which the change was first introduced in the course.

To Enter a New Gradebook

From Course Details Page of New Course (no gradebook exists):

• • If a gradebook does not exist for a course, the option to Insert Gradebook Information will display on the Course Details page.

  • When you click Insert Gradebook Information, you will be navigated out of the Course List and into the gradebook Edit form.

  • Select School.

  • Select Course Number.

  • Select Term the gradebook data will first be used in the course.

Depending on course selected, a specific data field will open for completion.

• CBE courses will open data field for CBE gradebook (specific to ExcelTrack).

• Concord courses will open data field for 15 modules (specific to Concord courses).

• Regular courses will open data field for 10 units (Note: Number of units that appear in the published syllabus will only include up to the highest number Unit in which graded elements exist. Therefore, 6-week courses will only publish six unit gradebooks.)

• Course Assessment courses will open data field for 10 outcomes (Note: Number of outcomes that appear in the published Course Assessment Course Guide will only include up to the highest number Outcome in which graded elements exist. Therefore, 5-outcome courses will only publish five outcome gradebooks.) The type of assessed component should be identified for each outcome of the course and in the final row, the expected time allocation for the activity should be entered in hours.

• • Enter gradebook data. Note: Gradebook must total 1000 points in order to be saved.

  • Click Save Gradebook Information.

From Gradebook List:

• Navigate to the Course List and select Create New Gradebook in top navigation.

• Create screen will open.

  • • Select School.

    • Select Course Number.

    • Select Term the gradebook data is active in. Note: If you want to edit existing gradebook data, go back to gradebook list and find existing gradebook for term applicable.

• • Enter gradebook data. Note: Gradebook must total 1000 points in order to be saved.

  • Click Save Gradebook Information.

To Edit/Correct Existing Gradebook

An existing gradebook should only be edited to correct an error and not to reflect a change in the grade allocation within the course. Grade allocation changes are considered revisions and should be associated with a specific term.

From Course Details Page:

• • Scroll down to the Gradebook Unit List.

  • Select Edit link for gradebook term being corrected.

Note: Since syllabi can only be republished for active terms, gradebooks for terms that have already ended should not be corrected because audits will reveal that the gradebook the students received in their syllabus does not match the gradebook on file for that term.

• • The selected gradebook edit page will open.

  • Edit gradebook data. Note: Gradebook must total 1000 points in order to be saved.

  • Click Save Gradebook Information.

From Gradebook List:

• From top navigation of Course List, select Gradebook List.

• Filter by course and/or term column to locate the desired gradebook.

• Select Edit link for gradebook term being corrected.

Note: Since syllabi can only be republished for active terms, gradebooks for terms that have already ended should not be corrected because audits will reveal that the gradebook the students received in their syllabus does not match the gradebook on file for that term.

• The selected gradebook edit page will open.

  • Edit gradebook data. Note: Gradebook must total 1000 points in order to be saved.

  • Click Save Gradebook Information.

If a gradebook is found to have been in error for a long time and needs to be updated, create a new gradebook for the oldest current term and request republish of syllabus for all live terms via Ops Action Request.