Exporting Grades from D2L to WINS

What is eGrading?

D2L e-grading process allows instructors to transfer final grades from their D2L gradebook to their WINS Grade Roster with just a few mouse clicks. This greatly streamlines the grade submission process at the end of the semester for those instructors who use the D2L gradebook.

What is required

An instructor must have a D2L course and use the D2L gradebook. The D2L gradebook must include a Final Grade column and must have a “letter grading scheme” assigned to that column. The grading scheme will most likely be a new grading scheme defined by the instructor but it can be one of the Organization Schemes available to all instructors. The grading scheme must produce valid letter grades, e.g., A, B, C., or the new A, B+ or A, AB schemes that WINS expects..

How it works: At the end of the semester the instructor looks over the D2L Gradebook and confirms that it is complete. With two clicks of the mouse the final grades are transferred to WINS. The instructor logs into WINS and navigates to their grade roster. The instructor clicks one button and the grades that were exported from D2L are brought into the Grade Input column of WINS. The instructor confirms, saves, and approves their grades in WINS.

Who benefits most

Instructors using the D2L gradebook with large classes will benefit most from this process. Instructors with very small classes might choose to enter grades in WINS as they have in the past.

What if I make a mistake on a grade

This process imports grades into WINS but the instructor must save and approve those grades before the process is complete. An instructor can still change one or more grades in WINS after the import and before the grades are approved.

What if I don't want to use it

This process is completely optional. Any instructor is welcome to ignore this process and enter their grades in WINS as they have in the past.

What is the Grade Roster Schedule for the D2L Grade Export

The Grade posting process follows the exact schedule set up by the Registrar’s office. You will need to get your grades in by the closing date/time, regardless of whether you are using the D2L grade export or entering grades manually.

Step-by-step eGrading Procedure.

  1. Logon to D2L and go to the gradebook of the completed course.

  2. Check over the final grade. Note that letter grades are determined by the Adjusted Grade, not the Calculated Grade. The final grade must use a grade scheme that produces only those characters recognized by WINS, e.g., A, B, C, B+, AB, etc. It cannot include characters such as 90%, etc.
    Most instructors create their own letter grade schemes so they can define the exact grade cutoffs but the built-in schemes are available for use, if desired. Instructors can create a separate grade scheme to apply only to the final grade. Note that it is acceptable to leave some student final grades empty in D2L as long as those grades are later entered in WINS. [Check Quick Notes document on D2L Gradebook for details.]

  3. Make sure your Grades List is set to View By: "User".

  4. Click on the Import/Export button in the gradebook. Then click on the third import/export option: "Send final course grades to the SIS..." You will see a "Grades Export was successful! " message when the grades are sent.
    The option to Export grades to WINS is the third option in the list and is labeled 'Send final Course Grades to the Student information System...'

  5. During the period when the grade roster is open, grade files are uploaded to WINS every five minutes. There is also a few minute delay after the grades arrive until they make it into the WINS course gradebook. So, after grades are exported from D2L the instructor should allow for ~10 minutes for the grades to transfer.

  6. Logon to the WINS ~10 minutes after step 4, and navigate to the Record Grades section for the desired course. If the grade file is there, you will see a yellow "Import D2L Grades" button. Click it and the grades appear in the WINS grade table. Note that this process overwrites existing grades in the WINS grade table so any grades already entered in the grade table will be replaced with whatever grade is being imported from D2L. This also means that instructors can import grades, return to D2L to make large-scale changes, and re-import the grades. It also means that an instructor can try it with just a few final grades and then come back and finish with all grades.

  7. Check over the grades carefully and make changes as you see fit. Look for any missing grades and any grades that came in with unusual characters. Make corrections as needed. WINS will not let you approve until all grades are in the proper acceptable grade format. Check carefully.

  8. Save your grades in the WINS as you normally do.

Quick Review on the Final Grade Calculation::

We recommend that instructors using a grade scheme to define the final letter grade in the D2L gradebook display the Calculated Grade, Adjusted Grade, and grade scheme in the final grade column. Showing both Calculated and Adjusted grades lets the instructor see at a glance if the Adjusted Grade is in sync with the Calculated Grade.

 

  1. Enter all the grades in the Grade list.
    Sample gradebook image. Note that several Final Grades have not been calculated.
    Remember to turn on the “include non-graded items in the Final Grade” option in the Grades Setup/ Grades Calculation screen. [Most of us uncheck this option to help with gradebook calculation performance.]
    Select 'Grades Setup' next to 'Import / Export'.

  2. Go to Final Grades Setup – [pencil icon on the Final Grade column]
    Click the Pencil icon next to 'Final Grade'.
  3. Press the Recalculate Calculated Grade icon – to calculate the final grades from the grade list. Make sure the [calculator icons] disappear on the column. This ensures the calculated grades are up to date.
    Click 'Recalculate Calculated Grades'.
  4. If this is the final grade, press the Transfer Calculated Grades to Adjusted Grades icon. The Final Grade is based on the Adjusted Grade Column.
    Click 'Transfer calculated Grades to Adjusted Grades'.
  5. You may also use the Recalculate Adjusted Grades to include and exclude grade items.
    click 'Recalculate Adjusted Grades'.
    You may make your final adjustments to the Adjusted Grades if needed. This should be your very final step.
    If needed, enter any changes to the final grade under 'Adjusted Grade'.
  6. Apply the Letter Grade Scheme to the Final Grade if you have not already done so. [Go to Final Grade Property, and select the proper Letter Grade scheme for the course]
    Click 'Grade Scheme' and change the scheme to 'Letter grades - 90=A'
  7. Before Export your D2L Final Grades to WINS – Make sure there is no calculator icons on all Final calculated, adjusted, & final grade columns, and a Letter Grade appears.
    Sample screen of gradebook with all final grades calculated, with final letter grade.
    It is a good practice to select Calculated, Adjusted, and Adjusted Final Grade Scheme to display: In the grade list click on the final grade link at the top of the final grade column. There are three Display Options, check them all.
    Under 'Display options', check 'display final grade scheme in grades list'.

Note: If your grade tables span multiple screens, you will need to save grades on every screen after making a change.

Notes and FAQ:

Who do I contact for help?

Contact the Learning Technology Center (ltc@uww.edu, 262-472-1004) if you have any questions on grade schemes or any other D2L issue or any other issue pertaining to this egrade process. Contact Jodi Hare (472-1580) at the Registrar’s Office if you have questions specific to WINS grade table. You may also send questions to d2l-support@uww.edu.

When can I transfer my D2L grades to WINS?

You can transfer grades from your D2L course to WINS any time during the open grading window at the end of the semester until the grades are posted in WINS. Do not wait till the last minute.

Can I transfer my grades more than once?

Yes, you can transfer grade files from D2L to WINS as often as you like until the course grades are posted in WINS. Each time you import grades into a WINS grade table they replace previously existing grades. Remember, it might take up to 10 minutes before the new grades are ready in WINS; wait for the email confirmation.

What if I have multiple sections in my D2L course?

When you export grades from a D2L course all grades for all sections go. Each section in WINS picks up the appropriate students and grades. You will do your confirmation and approval for each section.

What if my D2L course has more than one instructor?

Any instructor in a D2L course can initiate the grade export process. Also, all instructors in a D2L course get an email when the grades get to WINS (At least I think so. I haven't been able to confirm.) In any case, only the instructor of record can logon to WINS, import the grades, and finalize the grades.

What if I unenroll a student from my D2L course?

YOU SHOULD NOT do this. The last grade that student had will go into the WINS. To make things worse, there's nothing to draw attention to this in SIS so it's likely to go through unnoticed.

What if I have a test student enrolled (such as train1) in my course?

Any student without a valid Net-ID and is not enrolled in WINS for the course/section will be ignored by WINS. Your test students will not affect the process.

Can I use a grade scheme that I create in more than one D2L course?

Yes, but you need to copy the grading scheme from the original course to the current course. You will find the option in the Course Grade Scheme screen.

Can I create a new grade scheme in D2L that I use only for the final grade?

Absolutely. This is a good strategy if you curve your final grade.