Overview
The Gradebook module in Elentra helps manage assessments and learner grades within a course or program. It supports custom grading scales and marking schemes, allows grade import/export, and can be linked to quizzes and exams.
Instructors can also enable assignment submissions via drop box (See: Creating Drop-Box Assignments) and use the Gradebook to share documents with students (See: Document Delivery).
Sections:
Creating Gradebook Assessments
Creating Drop-Box Assignments
Document Delivery
Detail
Adding a New Assessment
1. Select the Courses tab, then switch to Coordinator View using the left-side menu. (Alternatively, this may say Director View or Administrator View.)
2. Click the gear icon next to your course name and select Gradebook.
3. On the Gradebook page, ensure the correct Curriculum Period is selected from the drop-down menu.
4. Click Add New Assessment to create a new Gradebook Assessment.
Assessment Settings
Required fields are marked with a red asterisk (*). Other settings are optional, though some are recommended.
Steps:
1. Enter an assessment title (required).
2. Enter a description (optional). This is visible to the students during submissison.
3. Set the Assessment Weighting (optional). Default to 0% unless you want Elentra to calculate a final grade for the course. Only do so if all grading criteria will be entered into the Gradebook.
4. Select your course audience. If selecting a group or individuals, use the drop-down menu to select your target audience.
- This assessment applies to the entire course enrollment - Select this option if the entire course enrollment is completing the assessment at the same time. For courses that use a rotation-based schedule, such as clerkships and electives, this option is not applicable.
- This assessment applies to specific cohorts or individual learners enrolled in this course - Select this option when multiple cohorts are added to the course enrollment in the same curriculum period and the assignment is intended for only one of them. This option will rarely apply because students from mixed cohorts are typically added to the course enrollment individually rather than as full cohorts. Open the Course Enrollment Options drop-down menu and select the appropriate course cohort(s).
- This assessment applies to specific course groups - Select this option for assessments that are assigned to small groups or courses on a rotation-based schedule. This will allow you to target the assignment to a specific group of learners. Open the Course Group Options drop-down menu and select the appropriate course group(s).
Optional: check Apply the same grade to all learners in the selected groups for group assignments in which one submission applies to all group members.
- This assessment applies to a custom list of learners enrolled in the course - Select this option if you would like to assign the assessment to individual learners. Open the Audience Options drop-down menu and select the individual students.
5. Check Notify is grade is below (optional). This allows you to set a percentage threshold that will trigger a notification to selected course contacts if a student's grade falls below that level. Check the box, the percentage threshold, and use the drop-down menu to select who should receive the notification.
6. Set a due date and, if applicable, time. If you do not set a time, it will default to 12:00 AM.
7. Distribution Assessment Deadline Finish (optional). Use this setting if the Gradebook assessment is linked to a distribution in the Assessment & Evaluation module. This sets a deadline for assessors to complete their evaluations.
8. Indicate whether the assessment is mandatory by selecting Learners are required to complete this assessment.
9. Check Link existing online exams to this assessment to link an exam post to the Gradebook. This step can also be done when you are creating the exam post in the Exams module.
10. Select the Assessment Characteristic (required) – e.g., Paper, Presentation, Quiz. Certain Assessment Characteristics will present additional options. Track Late Submissions and Track Resubmissions will add columns to the Gradebook that will allow you to track late and resubmitted work.
11. Select the Marking Scheme. If you choose Numeric, you will be prompted to enter the maximum points for the assessment.
12. Select a Grading Scale (optional). If you have selected Grading Scale as your Marking Scheme, be sure to select a Grading Scale from the drop-down menu. If you would like to create a custom grading scale for your assignment, contact our team.
13. Select an Assessment Type (required). Summative should be used for official summative examinations. Formative should be selected for all other assignments.
14. Check This is a Narrative Assessment (optional) if students receive written feedback. It is still possible to provide comments on submissions without selecting this option.
15. Check This is a Self-Assessment (optional) if students assess themselves.
16. Show Assessment details to learners in the Gradebook and Course Website (optional). This will show the assessment details in their Gradebook, regardless of whether the grade has been entered yet. If you only want to the assessment to appear once it has been graded, leave this blank.
17. Select Show Grade in the learner's Gradebook if you wish the grade to be visible to students. This setting also lets you control when the grade becomes visible and how it appears. Choose Marking Scheme to show the same scheme used on the administrator side of the Gradebook. Select Grading Scale to display a custom scale, or Percentage to show the grade as a percentage.
These are the basic details required to set up a Gradebook assessment. When you are finished, click Save in the lower right corner.
Additional Settings
There are additional settings that you may wish to use, but are not required.
Assessment Event: This setting allows you to attach a learning event to an assessment. This is primarily for reporting purposes.
Assessment Graders: Assign graders to individual students or course groups. Note: Course Directors do not need to be added as graders, as they already have full access to the course Gradebook.
To add a grader:
- Search for the faculty member by name and select them from the drop-down menu.
- Click Add. Repeat this process for each grader.
Once graders have been added, you can assign them to students or groups in two ways:
- Bulk assignment: Check the boxes next to the students or course groups and the corresponding grader's name, then select Assign Selected to Grader.
- Individual assignment: Click Assign to Grader next to a student's name and choose a grader from the pop-up box.
Please note that while a single grader can be assigned to multiple students or groups, a student or group cannot be assigned to more than one grader.
Assessment Form: This option allows you to attach an form that graders can use to grade the assessment. The form must first be created in the Assessment & Evaluation module. If you would like to create a custom grading form for your assignment, or to learn more about this feature, contact our team.
Assessment Objectives: This option allows you to link Curriculum Tags to the assessment. Click Assessment Objectives to show the Curriculum Tag selector, then click the green plus sign icon next to each tag you wish to map to the assessment.
When you have finished setting up the assessment, click Save in the lower right corner.
If your assessment requires a submission (e.g., a paper), you will need to create a Drop Box for the assignment.
Steps:
1. Navigate to the course Gradebook and ensure the Curriculum Period is selected.
2. Click Add Drop Box under the Assignment column of the assessment.
3. Configure the Submission Options:
- Allow learners to upload more than one file - Select this option if the submission requires multiple files.
- Add a dashboard notice for learners who are required to submit - This option displays a message on the Elentra Dashboard when students sign in. If you select this option, a text editor will appear where you can enter the message.
- Allow learners to upload new revisions after their initial upload - This allows students to upload updated versions after their first submission.
- Allow graders to see the name of the learner they are grading - If graders have been assigned, this allows them to see the names of the students they are assessing.
4. If you have attached a form to the assessment, select the appropriate option under Rubric Visibility. If you did not select a form, this section can be skipped.
5. Adjust the Time Release Options to set a viewable start and end date for the Drop Box. If no dates are set, the Drop Box will be visible immediately and indefinitely.
6. Click Save when you are finished.
Document Delivery can be used to securely and privately share files with individual students when the file is not associated with a grade. If you are returning feedback on an assignment, it should be uploaded directly to the assignment. Document Delivery is best suited for administrative documents, such as individual schedules or forms, intended for a specific student.
Creating a Document Folder
1. Navigate to the course Gradebook and ensure the Curriculum Period is selected.
2. Scroll down to the Document Delivery section and select Add New Folder.
3. Enter a title for the folder.
4. (Optional) Set a viewable start and end date. If no dates are set, the folder will be visible to students immediately and remain available indefinitely.
5. Click Save when finished.
Uploading Documents
1. In the Gradebook, scroll down to the Document Delivery section and select the folder.
Once in the folder, you will see the full list of enrolled students for that Curriculum Period.
2. Click Add Document next to the student for whom you want to upload a file.
3. In the pop-up window, select the file you wish to upload.
Once uploaded, the file will appear next to the student’s name. To delete it, click the trash can icon. You can upload multiple files for each student within the same folder or create additional folders to organize documents by type.
Viewing Documents (Students)
1. Click the person icon in the upper right menu and select Gradebook.
2. Click the course where you need to access documents. If the course isn’t listed, ensure the correct Curriculum Period is selected from the Select Enrollment Period drop-down.
3. In the course Gradebook, you’ll see a list of Gradebook Assessments and any Document Folders. Click the document name to download the file.
