How to use REGIS Final GradeSync


This page describes how an instructor will use REGIS Final GradeSync to send final course grades from Canvas to REGIS.

Instructors looking to submit warning grades can use Warning GradeSync.

Table of Contents

REGIS Final GradeSync Requirements

Canvas Grading Best Practices

Instructions for Final GradeSync

Final GradeSync can only be used once to send grades to REGIS and will not overwrite grades that were already entered.

Before using Final GradeSync, your Canvas site may need additional set up. The instructions for setting up your Canvas Gradebook and using Final GradeSync is split into three parts below.

  1. Confirm Grade Scheme Setup in Course Settings.
  2. Finalize Assignment Grading in Gradebook.
  3. Send Grades to REGIS with Final GradeSync.

 

Part 1: Confirm Grade Scheme Setup in Course Settings

  1. Log into Canvas and navigate to your course.

         Course settings page with Grading Scheme highlighted

  2. Click Settings to access the Course Details tab.
  3. Locate the Grading Scheme category and then check the box to Enable course grading scheme.
  4. Click to set grading scheme.
  5. In the pop-up window, click the pencil (1) to edit the existing grading scheme, the magnifying glass to Select Another Scheme (2) that may be available from your school or unit, or manage grading schemes (3) to access a previously saved scheme. Once you have set a grading scheme, click Save and Done.

          Canvas Grading Scheme pop-up window with call-outs

  6. Scroll to the bottom of the Settings page and click Update Course Details.

Special Notes

Additional Resources

 

Part 2: Finalize Assignment Grading in Gradebook

  1. Log into Canvas and navigate to your course.
  2. Review each column in your gradebook to ensure each student has a grade and the grade has been posted.
    • When grades are hidden from student view as shown with the eye with a slash icon, the Total column also displays the same icon to indicate that the total grade in the Gradebook differs from the total grade viewed by the student.
    • Ungraded work will be displayed as a dash or an icon and will not impact the score in the Total column; thus, ungraded or excused assignments will not be counted against a student’s course grade.
    • You may use the Set Default Grade function to bulk insert a grade for students without assignment submissions.
    • Review each column header. The grade for each assignment may be posted to students. Unposted grades are reported in the displayed course grade in the gradebook for the instructor and are included in the course grade.
  3. To exclude assignments from the final course grade, navigate to the Assignments tool in your course navigation and edit the assignment settings.

         Gradebook icons with callouts

  4. You may opt to override the final course grade; see FAQ below. Please note that the override grade must appear in your grading scheme in Course Settings to be accepted by Canvas.

Additional Resources

 

Part 3: Send Grades to REGIS with Final GradeSync

     

  1. In the course navigation, click RU Faculty Tools. If RU Faculty Tools is not listed, please enable it in the course navigation.
  2. Click Launch REGIS GradeSync.
  3. REGIS GradeSync will open in a new tab.

         RU Faculty Tools homepage with callouts for course navigation and launch gradeSync

  4. Review the GradeSync requirements and click Launch Final GradeSync.
  5. Review the GradeSync Terms of Use and click I Agree. If you do not meet the minimum user requirements to use GradeSync, you will receive an error message:

         REGIS GradeSync terms of use I accept button

    • [RESP CODE 400] Invalid grade – Your grading scheme in Canvas includes letter grades that are not accepted by REGIS. Log into REGIS to manual enter a grade.
    • [RESP CODE 401] You are not an assigned REGIS Grader for this section – You do not have REGIS access to post grades for this section. Ask your academic unit for access.
    • [RESP CODE 403] You must have a REGIS Grader role for this section – You do not have REGIS access to post grades for this section. Ask your academic unit for access.
    • [RESP CODE 409] No grades may be posted during a closed Warning or Grading Period – The grading period is not open. Refer to Grading Period dates in REGIS.
    • [RESP CODE 500] REGIS Internal server error for the section [{0}]’s grade submission – Retry your submission.

  6. Please review the Final Scores and Final Grades for your students. If there are errors, please correct the Grade Scheme in course settings, or finalize assignment grading and/or override a student’s grade in the Gradebook.

         Table of sample students, total points, and letter grades

  7. In the drop-down menu, select to submit grades for All Sections or choose one section.

         Select a section to submit the grade

  8. Click Submit Grades.

         Submit Grades higlighted

  9. Please review the REGIS Status message.

         REGIS GradeSync Complete message

    You may also receive an error message for each individual record. If a grade was skipped, please correct the error. You may re-submit the roster. Only grades that were skipped will be sent to REGIS upon resubmit. Grades that were previously sent to REGIS will not be updated.

         Error message that appears in REGIS

  10. Log into REGIS to verify grade submissions, resolve any issues, and make changes.

 

Frequently Asked Questions (FAQ)

How do I assign temporary grades in Canvas and send them to REGIS?

To be accepted as a valid grade in the Canvas gradebook, temporary grades must appear in the Canvas grading scheme. Ideally, you will set the temporary grades as the lowest possible range to avoid assigning them to other students erroneously. This grading scheme should be set after you have completed all your assignment grades at the end of the term.

  1. Log into Canvas and navigate to your course.

         Course settings page with Grading Scheme highlighted

  2. Click Settings to access the Course Details tab.
  3. Locate the Grading Scheme category and then check the box to Enable course grading scheme.
  4. Click to set grading scheme.
  5. In the pop-up window, click the pencil icon to edit the existing grading scheme.
  6. Change the title of the grading scheme.

         arrows depicting title and insert here in grade scheme pop-up window

  7. Edit the grading scheme to add rows at the end of the Grading Scheme.
  8. Enter your temporary grades and ranges using values starting at 0%.
  9. Click Save.
  10. Click Done.
  11. Scroll to the bottom of the Settings page and click Update Course Details.
  12. Click Feature Options tab in course settings.

         feature options tab highlighted

  13. Click to enable Final Grade Override.

         final grade override option enabled

  14. In your course navigation, click Grades.
  15. Click the gear icon to access the grades settings.

         Gradebook settings icon

  16. Click Advanced.
  17. Check the box to Allow final grade override.

         Advanced Gradebook Settings Tab with Fianl grade override checked

  18. Click Update.
  19. In the Override column, enter your temporary grades.

         Example of temporary grades in override column

  20. Review other grades in your gradebook. Temporary grades may have been automatically assigned. Override the grade with the correct grade.

Additional Resources

How do I test my grade scheme for rounding?

To earn a grade, the student must surpass the grade threshold listed in the Grading Scheme without rounding. If your course policy allows for rounding, then the grading scheme must reflect a lower threshold for a grade range.

     

  1. Set your grading scheme in your course settings. In the video above, the grading scheme is set with ranges that are whole numbers (e.g., 94.0, 87.0).
  2. View your course in Student View to create Test Student in your gradebook
  3. Assign grades for all assignments for Test Student either manually or import. To import grades in bulk
    1. Click Actions.
    2. Click Export in the dropdown menu.
    3. Locate the downloaded CSV file and open it.
    4. In your spreadsheet program, fill in grades for Test Student by copying grades from another student. Do not enter grades for columns marked Read Only.
    5. Save your file.
    6. In your gradebook, click Actions.
    7. In the dropdown menu, click Import.
    8. Click Choose file and navigate to the spreadsheet you just saved.
    9. Click Upload Data and confirm grade changes.
    10. Click Save Changes.
  4. Manually edit grades for the Test Student so that the grade total is just below your grade cut off with a value more than five tenths of a point. In the example, the Test Student final grade was adjusted to 86.8%
  5. Reset your course grading scheme in course settings to be half a point lower. For example, 94% becomes 93.5%.
  6. View the new Grade Total for the Test Student.

I have two course sites, one for lecture and one for recitation/lab. Can I use REGIS GradeSync in both?

Grades can only be submitted for sections linked to REGIS.

If you have two sites for the same course number, you will need to identify which site includes the sections linked to REGIS. To identify the correct site, review the format of the Sections ID.

  1. In Course Navigation, click Settings.
  2. Click the Sections tab.

         canvas settings page highlighting the sections tab

The Correct Format will be YearTerm_CourseCode_RegIndex

All other formats will not be compatible with GradeSync.

I am getting an error that says I am not logging in with my NetID but I am. What do I do?

This error commonly occurs when an instructor first accesses Rutgers Canvas with an email login and then a NetID login is added to their Rutgers Canvas user account.

The email login must be removed from the user’s profile to use REGIS GradeSync. Please contact the Rutgers Canvas Helpdesk with the error message and ask that your email login be removed from your user account.