Grade Transfer Tool

Introduction

When grades have been finalised in Brightspace, they need to be transferred to the Student Management System (Banner). To do this, you need to use the Grade Transfer Tool.

To access the Grade Transfer Tool:

1. Click on My Subject in the subject navigation bar.
2. Click Grade Finalisation.
3. You will be taken to the Grade Transfer Tool.

The grade transfer tool homepage will display a list of all the subjects your role has access to, along with their transfer status.

You can also access QUASAR and exception reports from this page.

1. Subject offerings: Allows you to search for the subject you are loading and transferring.
2. QUASAR: A link directly to QUASAR.
3. Reports: Access Exceptions Reports.
4. Logout: Logout of the Grade Transfer Tool

Grade Transfer is a 3-step process:

1. Grade check.
2. Load and validate grades.
3. Recommend and transfer grades.

You can load and validate grades at any point if you are the Subject Convenor, Subject Coordinator, Grade Sign-Off Officer (GSO) or Head of School. This allows you to generate an Exceptions Report which can be used to identify any errors which could impact the Grade Transfer Process. For more information on using this, please see the Exceptions Report heading below.

Review gradebook in Brightspace

The Grade Transfer Tool transfers grades from the Brightspace Gradebook (known as My Grades) on demand. Therefore, the first step is to review My Grades in Brightspace. A thorough review at this stage may reduce any grade transfer errors.

1. Click My Subject in the subject navigation bar.
2. Click My Grades.
3. Check that all students have a mark allocated for each assessment task.

   A zero mark should be allocated in two cases: when a student has made no submission, and when a submission is judged to merit a mark of zero.  In the latter case, a submission icon will display next to the zero mark in the cell in My Grades, indicating that an assignment, quiz attempt, or assessed discussion post is present in Brightspace.

4. If working with a multi cohort subject, ensure that under Grade Calculations, Drop ungraded items is selected. Note: this is the default setting.

   

5. Ensure that all Final Calculated Grades are correct.
6. Ensure that any Final Adjusted Grades and/or Administrative Override grades have been added.

The Grade Transfer Tool will import and load any grade populated from any of these three final grade fields in My Grades – Final calculated grade, Final adjusted grade, and Admin override.

The system prioritises the display of grades in the following order:

• Admin override
• Final adjusted grade
• Final calculated grade

The table below outlines which grades will be loaded in various situations.

If you have inadvertently added a grade in the Final Adjusted Grade column you are unable to remove it entirely. Adding 0 will show as 0/0 in the Final Adjusted Grade, which will be transferred to the Grade Finalisation Tool.  How you rectify this will depend on the number of students affected.
Few impacted students: Manually enter the same grade from the Final Calculated Grade into the Final Adjusted Grade column.
Many or most students: Log a Cherwell request, ensuring you select the Brightspace (LMS) category.

Load grades

1. Click on My Subject in the subject navigation bar.
2. Click Grade Finalisation to access the Grade Transfer Tool.
3. Type in the Subject Code and select the Session for which you are transferring grades. You can also filter by Transfer Status and Offering Status to narrow down the results.

   

4. Using the checkbox, select the subject. You can choose to load multiple offerings at once.

   

5. Click Load Grades. You will be prompted with the question: Are you sure you want to load grades for…?
6. Click Yes.

   

7. Repeat the process for the other subjects you are loading.
8. The Transfer Status will now update. The two most common Transfer Status updates are:
   1. Pending recommendation of grades: Grades are loaded, and ready to be recommended and transferred. You can now move to Recommend and transfer.
   2. Validation error: Grades failed to be loaded due to Subject Site level validation error. Please complete steps 9 to 11.
   For more information on other Transfer Status’, please see Grade Transfer Status below.
9. If you encounter a validation error when loading grades, click View details to see the validation message.

   

   For more details on the validation messages, please see Grade Loading Errors below.
10. An error message will be displayed, prompting you to go back to the Brightspace Gradebook and make the necessary corrections.

    

11. Then, repeat steps 1 to 6 above.
12. Once the Transfer Status has changed to Pending Recommendation of Grades, you are ready to recommend and transfer.

    

Recommend and transfer grades

To Recommend and transfer grades, you need the Grade Sign-off Officer or Head of School role for at least one Subject Offering.

1. Click View details to see any exceptions.

   

2. The Status for each student will be visible and either:
   1. Validation error
   2. Ready to transfer
   3. Transferred
3. If there is a Validation error, you will be able to see the validation message and follow the necessary steps to rectify the issue (click on the message to receive more details).

   

4. Once you have addressed the Validation message, you need to reload the grades. Do this by following the Load grades steps above.
5. Once you are ready to recommend and transfer grades, click Recommend and transfer.

   

6. You will be asked Are you sure you want to recommend and transfer grades? Click yes.

   

   Completing this step will trigger a warning in the Brightspace Gradebook to advise that grades have been transferred.

   

This page may be updated at any time. If you print it, you could miss future changes. Please check this page regularly for the latest updates.