How to export/import the Grades

How to export/import the Grades

There are three main reasons to export Grades from Brightspace:

  • To Import grades to the Brightspace Grades through an Excel or .CSV-file
  • To create a back-up file
  • To sharing the evaluation results

We have divided the process into 3 steps.  For the purposes of creating a back-up and/or sharing results, only step 1 is needed. To import Grades from an Excel or .CSV-file it is not required to export the grades first, but is recommended to ovoid mistakes.

  1. Go to the Grades of the applicable course, click on the Enter Grades-tab followed by the Export-button.
  2. Now, make the following selections:
    • Export Grade Items for: All Users
    • Key Field: Org Defined ID
    • Grade Values: Points grade
    • User Details: Optional (Advise: None. Extra columns will only create confusion)

  3. Check the Grade Items that you want export. Each Grade Item will populate a column in the Excel or .CSV-file.
  4. Click Export to CSV (or Export to Excel).

    Only .CSV-files can be imported into Brightspace. It is possible to work in Excel file first and when completed, save the Excel file as a .CSV-file through the ‘Save As’ functionality. However, some extra steps are required to prepare the Excel to Save As it as a CSV-file that can be imported in Brightspace.

Enter grades to .CSV-file and prepare the file for importing

  1. Open the exported .CSV-file in Excel.
  2. Select Column A and click on Data-tab to select Text to Columns.
  3. In Delimiters section, select Comma as a delimiter and click Next and Finish.
  4. Enter the grades.
    If grades contain decimals, the decimal separator should be a dot (.) and not a comma (,).
  5. Check the following things:
    • The OrgDefinedId(=studentnumber) have a hashtag (#) in front (example: #1234567).
      To add a hashtag (#) in front: add two empty columns after the one with the student numbers, in cell B2 then add the formula =CONCATENATE("#";A2) and copy this all the way down to the last row where there is a student number. Column B will now be filled with data that looks like #StudentNumber (example: #4644581). Select all numbers in column B and, paste them in column C as “ Values” (without formatting!).
    • The End-of-Line Indicator is the last column and cells beneath are filled with a hashtag.

    If a non-student is enrolled in the course, the OrgDefineId will be their NetID.
  6. Save and Close the file.
  7. Open the file in a text-editor (Notepad for example) and replace any semi-column (;) with a comma (,) using the replace all function (Ctrl+H in Notepad).
  8. Save and close the file.

Enter grades to Excel and prepare a file for importing

  1. Open the exported Excel and Enter the grades.
    If grades contain decimals, the decimal separator should be a dot (.) and not a comma (,).
  2. Add a hashtag (#) in front of the OrgDefinedId(=studentnumber) (example: #1234567).
    To add a hashtag (#) in front: add two empty columns after the one with the student numbers, in cell B2 then add the formula =CONCATENATE("#";A2) and copy this all the way down to the last row where there is a student number. Column B will now be filled with data that looks like #StudentNumber (example: #4644581). Select all numbers in column B and, paste them in column C as “ Values” (without formatting!).
If a non-student is enrolled in the course, the OrgDefineId will be their NetID.
  • Add a column named ‘End-of-Line Indicator’ as last collumn and fill the cells below with a hashstag (#).
  • Once all grades have been entered Save the Excel file as a .CSV (MS-DOS).
  • Open the file in a text-editor (Notepad for example) and replace any semi-column (;) with a comma (,) using the replace all function (Ctrl+H in Notepad).
  • Save and Close the file.

Checking the CSV-file

Once you have Entered the grades, you should have a .CSV-file. If you open the file in a text-editor (Notepad for example), it should look something like this:

The first line at least contains the OrgDefinedId, one or more Grades-item(s) and the End-of-Line Indicator. All are separated by a comma (,).
The other lines have the the corresponding values separated by a comma. The OrgDefinedId have a Hashtag in front of them. If the grades have decimals, they should be separated with a dot (.). The line ends with a Hashtag (#). (Example: student with OrgDefinedId:#1234567 gets a 6 for Gradeitem 1.)

Importing the .CSV-file into Brightspace

Please follow the steps below to import the the .CSV-file.

  1. Go to the Grades of the applicable course, click on the Enter Grades-tab followed by the Import-button.
  2. Click Choose File and browse to the saved .CSV-file.
  3. Select Continue.
  4. A page will be presented, displaying any errors that were found.
    If all is well, please select Continue.
    If errors are displayed, please refer to If any errors are found during the import (below these steps).
  5. A preview page is displayed, showing the newly entered grades for each student. If all is well, please select Import.
  6. After a successful import, the newly imported grades will be shown.

If any errors are found during the import

Please contact Brightspace Support. We are able to inspect your .CSV-file to help determine what is causing the problem.

Please do not email Brightspace Support any file containing student grade data. We will give you instructions on how to safely share your file in a way that will keep this sensitive data protected.

Because the Dutch version of Excel uses different decimal separator from what Brightspace can accept, please change your Excel settings before creating an export file.To change your settings, please follow the below steps:

  1. Open Microsoft Excel on the same computer you will be creating the export file.
  2. Go to File select Options and Advanced.
  3. Scroll down to ‘Use system separators’ and remove the tick here
  4. In the field Decimal Separator, enter a full stop ( . )
  5. In the field Thousand Separator, enter a comma ( , )
  6. When done, select Ok. Your new settings are now saved.

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