Importing Assignments from Another System into the Schooltool Grade Book


NOTE: TEACHERS THEMSELVES ARE NOT CURRENTLY ABLE TO MAKE USE OF A CSV FILE FOR EXAMPLE, TO IMPORT ASSIGNMENTS INTO SCHOOLTOOL FROM A SPREADSHEET THEY KEEP, NOR ANY STAND ALONE THIRD PARTY GRADE BOOK APPLICATIONS (I.E. NOT GRADEQUICK, NOT GRADE KEEPER, NOT GRADEPRO, ETC..).

Schooltool allows teachers whom have been given the proper access, to use a special feature in their Grade Book to import grade book assignments that have been "uploaded" from another system (i.e. eDoctrina, Schoology), into Schooltool.

Before completing the steps that follow, note that for:

 

  • Schoology Assignments: your Schooltool administrator must have manually logged into Schoology and extracted your assignments for you, and then imported them into Schooltool, in order for you to successfully complete the steps below.
     
  • eDoctrina Test Scores: you must first have completed the process of "sending scores to Schooltool" as described in this article: http://www.edutech.org/services.cfm?subpage=2073274

 

To Import Assignments and Scores into your Schooltool Grade Book:

 

  1. Log into Schooltool if you haven't already
     
  2. From the main "My Home" screen in Schooltool, open the grade book for any course, just like you would any course by clicking the courses "Grade Book" icon from the classes list as illustrated below


     
  3. Use the "View" menu in the top left of the screen to change to the "Import Assignments/Grades" view - you should click "OK" if you are prompted to confirm the message warning you about changes not being saved as illustrated below



    **Hint: If the "Import Assignments/Grades" view is not visible to you, it means that your school's Schooltool Administrator has not enabled this feature for your use. Contact them for assistance with adding this feature to your Schooltool accounts "Security Group".


     
  4. Use the "Jump To" field to switch to an appropriate class (section) as illustrated below - the section you "jump to" will only display a list of assignments, if and only if any assignments were actually "sent" by you from eDoctrina, or "uploaded" by your Schooltool administrator from Schoology.



    **Hints:
    • If you're looking for Schoology assignments and don't see them, remember that your Schooltool administrator should have notified you that new assignments were recently "uploaded" from Schoology. If you weren't notified, you'll need to contact them to verify if any new assignments were recently uploaded for you.
       
    • If you're looking for eDoctrina test scores and don't see them, remember that you first must have "sent" the test score from eDoctrina before they'll appear in this list. Instructions on how to "send" test scores from eDoctrina are here: http://www.edutech.org/services.cfm?subpage=2073274

       
  5. Assuming you choose a valid Course/Section, the details about each item will appear just below as illustrated in the image above.

    Use the following as a guide with regard to understanding the fields that appear here:

     
    • Select the items you want to convert (import) to an Assignment in your grade book by checking the box to the far left of the item's name - failure to remember to do this for at least one item will result in no action being taken later in the process.



       
    • Modify the "Name" (upper) and "Description" (lower) fields that appear in the "Name/Description" field to make them shorter or more descriptive if desired - what you enter here will impact how the item looks in your Grade Book and on the Parent Portal as an assignment when it's converted






      **Hint: What you type into the "Description" field (lower) is what parents will see when they view the assignment from the Parent Portal, so be sure that this field is more descriptive, while the "Name" field (upper) is what only you will see when viewing the assignment from the grade book (see image above), so what you type in this field can be shorter and more esoteric if you like (only understandable to you).

       
    • Date: Set this field in this column to represent the date on which the item was either due or submitted by students if the date is not already the date you'd expect
       
    • MP: Set the field in this column to represent the marking period in which the item was assigned/due assuming the value that appears here doesn't already represent what you would expect
       
    • Category: Use the field in this column to specify which category in the grade book, the item should be assigned to once it is converted into an assignment - by selecting an appropriate category now, you will be sure that this item is counted as expected in the student's marking period grade.
       
    • Points: Use the fields in this column to specify how the item should be counted into the students marking period grade like you would any other assignment, being sure mark "Numeric" if the scores are numeric (i.e. 0-100) or "Other" if the scores are alphanumeric for example (i.e. A,B,C,D,E,F).

      Regardless of which you choose, be sure to use the field that appears to the right to also enter the total number of points the item is worth if you marked "Numeric", or the grading scale to use if you marked "Other". Failure to do this might make it so that scores for the item aren't counted the way you want them to be later.
       
    • Parent Access: use the checkboxes in this column to indicate if scores for the item should appear as an assignment in the Parent Portal (first box), and if any notes you might give to an individual students score in the grade book, should also appear on the parent portal (second box).
       
    • Incl in Avg: check the box that appears in this column to tell Schooltool to count the score the students received into the students marking period average - if you don't check this box, the grades will appear in the grade book, but not count towards the students marking period average.
       
    • Re-Validate Scores that have come over from the other system by clicking the "Blue I" that appears in the "Grades" column to the far right of the items that appear in the view



       
  6. After successfully reviewing/completing all of the items detailed in the previous step, click the "Save Selected Changes" button as illustrated below



    **Hint:  If when you perform step 6, Schooltool determines that the grade book already contains a matching assignment (an assignment with the same name and date), or if students in your class already have scores for that assignment, you will receive an error indicating that duplicate data already exists.

    When this happens:
     
    • To ignore an assignment in the list (discard it):  Check the box to the right of the assignment(s) you wish to ignore to select them, then click the "Discard" button to the top right of the screen - the assignments will disappear from the list.
       
      Grade Book Import - Discard Changes Button

       
    • To overwrite an existing assignment in your Schooltool Grade Book with the changes that have come in: Check the box to the right of the assignment(s) you wish to overwrite your Schooltool Assignments with to select them, then check the "Allow Overwrite” checkbox that appears at the top of the screen, then click the "Save Changes" button - this will force Schooltool to overwrite existing data including grades for the assignment(s) you selected in your Schooltool grade book.
       
      Overwrite Assignments



       
  7. After confirming that the "...Assignment(s) Updated" message appears as illustrated above, use the "View" field to switch to the "Grade Book Editor Screen" to confirm that the items you selected were converted to an assignment as expected




     
  8. Repeat steps 3 through 7 for any other course (sections) that might have assignments available for importing.