HOW TO EXPORT THE GRADES BACK-UP FILE FROM YOUR CANVAS COURSE
FOR SUBMISSION TO ADMISSIONS AND RECORDS
1. Once you are sure that your grades are complete for your
courses, then while you are in ‘Grades’ click on the ‘Export’
button and choose ‘CSV File’ from the drop-down menu. You
want to save this .csv file of your course grades (typically
to your ‘Downloads’ folder on your hard drive). Find this file
and open it - it will automatically open in Excel.
Once you have your grades open in Excel, there are a couple of steps you need to do in order to
be sure that the legal requirements that Admissions and Records has to abide by are in place.
Here is one of the major time savers if you are using Canvas’ grade book - because you set a
grading scheme for your course (from an earlier email from me!), it already exported a letter
grade for each student in your Excel file! Otherwise, you are required to type in a letter grade for
each student in this file. It also has automatically included each of your assignment grades as
required (not just a final grade). It is also already sorted alphabetically. The only thing that you
have to add to it is a copy of your grading scheme. But before we do that step, let’s address
those of you that have cross-listed multiple sections of your course into one section in Canvas.
Admissions and Records requires a SEPARATE file for EACH SECTION of your course. So, here
are the steps that you need to do in order to submit your grades separately for each section:
(YOU ONLY NEED TO DO STEPS 2A & 2B IF YOU HAVE CROSS-LISTED MULTIPLE
SECTIONS OF YOUR COURSE IN CANVAS)
2A. Sort the spreadsheet:
In the Excel spreadsheet, there is a column labeled ‘Section’ (should be Column F) - if this
column is too narrow to see the section numbers in it,
then you can make it wider by clicking on the line
between the ‘F’ and the ‘G’ and drag the column wider
(or you can simply double-click on the line).
Choose this column (click on the cell with the ‘F’ in it)
and the entire column will become highlighted. There are
multiple ways to sort in Excel, but here is one quick way:
Assuming that you are in the ‘Home’ tab, click on the
‘Sort & Filter’ button in the top right corner and choose
‘Sort A to Z’. If there is a warning window that pops open
asking what you want to do, leave the default choice of
‘Expand the Selection’ and click on ‘Sort’.
Your spreadsheet will now have all of your students in the lowest-numbered section listed first.
This tutorial created by Kevin Scritchfield @ Fresno City College. Email questions to: [email protected]
2B. Delete all other students:
You need to delete all of the students that are
not in this first section, so you need to select all
of the rows that hold those students. One way
to do this is to drag through the row numbers
of all students NOT in the first section. You will
need to click on the row number of the first
student in the second section (actually you
could start with the ‘Test Student’ from the first
section to delete them as well) and drag through the rest of the students to where the
only students not selected are the ones at the top (the ones in the first section). Another
way of doing this is to choose the row of the Test Student by clicking on the row number
and then scroll down to the bottom of your sheet and hold down your shift key and click
on the the last row - all the rows in between will get selected.
Now go to ‘Edit’ and ‘Delete’ OR click on ‘Delete’ near the top left corner of the
window (it has a red ‘X’ in the icon):
(Your view might be more
vertical looking!)
Only the students in your first section should be listed now. It is very important not to hit ‘Save’
yet because we need to do a ‘Save As’ later to keep this original file to work with.
3. To add a copy of your grading scheme in your spreadsheet
(so that A&R knows what your grading scheme is), scroll
down below the ‘Points Possible’ row at the bottom of your
list and over to somewhere near the end of your grade book
(around the ‘Final Points’ column or so) and just type in
your grading scheme. It can be as basic as this:
And if you use a point scale for your grading scheme, A&R would GREATLY appreciate it if
you would convert your scale for them to a percentage scale since Canvas converts all
final grades to a percentage anyway. So, if you have something like 540 to 600 Points = A
then please do that calculation (540 divided by 600) and type in that percent instead
(90% = A) and so on.
4. Now you just need to save your file and name it correctly. In Excel, go to the File menu and
choose ‘Save As’. Hit your Caps Lock button, and name your file in this EXACT format:
CS-10-15632_SMITH_2017SP
(SECTION NUMBER, UNDERSCORE,LASTNAME,UNDERSCORE,YEAR,TERM - ALL CAPS)
Under ‘File Format:’ choose the ‘Excel Workbook (.xlsx)’
option - this is the file type that A&R requires - the
choice at the top of the menu. And then be sure you are
careful where you are saving the file - it might be best if
you create a folder for archiving your grades (maybe
name it ‘Archived Grade Files’ or ‘Spring 2017 Grades’
something similar) and then Save it.
This is the Grade file that you will upload to WebAdvisor!
This tutorial created by Kevin Scritchfield @ Fresno City College. Email questions to: [email protected]
If you cross-listed your sections, you will need to re-open the original .csv download
file and do steps 2A thru 5 again for each section, eliminating all students not in that
particular section in order to create a separate file for each class.
Don’t forget to send in your Attendance Report also though! There are separate
instructions on how to do that!
This tutorial created by Kevin Scritchfield @ Fresno City College. Email questions to: [email protected]