REGIS: Grade Upload using MSExcel - Canvas
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REGIS: Grade Upload using MSExcel

 

This page contains instructions on how an instructor will use the Canvas gradebook export and Microsoft Excel to upload final course grades to REGIS.

Before exporting your gradebook, we recommend reviewing the following articles in the Canvas Guides to ensure your gradebook is set up properly and your Assignments in Canvas correspond with the course grading breakdown in your syllabus:

This process is broken down into 5 parts that are listed below.  Please expand each section for details.

  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.Canvas Gradebook with highlights to export as CSV
  7. Click Grades in the course navigation menu.
  8. Click Export and in the drop-down menu. (New Gradebook Users: Click Actions then click Export.)
  9. Click CSV.
  10. Navigate to your computer downloads folder and open the file. This will launch MS Excel.

  1. Log into REGIS with your NetID. If you do not have access to REGIS to view your current semester roster, please contact your school or department administrator to gain access.
  2. Select Rosters & Electronic Grading Information System (REGIS).SIMS homepage with Rosters & Electronic Grading highlighted
  3. Search for roster by selecting term and entering the school, subject and course number.
  4. Click Retrieve Roster.Sample roster with Download button highlighted
  5. Click Excel, Csv, Pdf to Download Roster.roster download page with Save to Excel highlighted
  6. On the next screen, click Save to Excel.REGIS roster download Save to Excel button
  7. Navigate to your downloads and open the file. This will launch MS Excel.

  1. Arrange your REGIS roster to sort by NetID.Roster open in Microsoft Excel with custom sort
    1. In your download from REGIS, click to activate the cell Id and drag your cursor right to highlight all row headings including Net Id and drag down to highlight all students.
    2. Click Sort & Filter in the ribbon menu.
    3. Click Custom Sort.Custom sort dialoghttps://canvas.rutgers.edu/wp-content/uploads/2019/05/gradebook6.png
    4. In the dialog box, check the box for My list has headers.
    5. In the drop down for Column, select Net Id.
    6. Click OK. Your student list is now sorted by Rutgers NetID.
    7. Remove any students who may already have a grade. This should include students with a grade of “W.” To remove the students, highlight the row (1), right-click to view the menu option (2) and click delete (3).Sample roster showing student with W grade
  2. Arrange your Canvas Gradebook export to sort by SIS User ID and remove extra data.
    1. Highlight Row 2 (Possible Points) (1) and right-click to open the menu option (2). Click Delete (3) to remove the row.Canvas gradebook export in MS Excel with row highlighted
    2. If present, highlight the last row for Test Student (1) and right-click to open the menu option (2). Click Delete (3) to remove the row.Canvas gradebook export in MS Excel with test student row highlighted
    3. Click to select all grade columns for individual assignments (starting at Column F) (1). Omit the last column for Unposted Final Grade. Right-click to open the menu option (2). Click Delete (3) to remove the columns.Canvas gradebook export in MSExcel with all assignment columns highlight
    4. Click the select-all box to the right of column A.
    5. Click Sort & Filter in the ribbon menu.
    6. Click Custom Sort.Canvas Gradebook export select all and sort
    7. In the dialog box, check the box for My list has headers.
    8. In the drop-down, select SIS User Id for column.
    9. Click OK.MS Excel custom sort diaolog box

Special Note: For Canvas course site that include more than one section, instructors will need to separate the populations of students. This may be achieved by viewing each section in the gradebook individually and then performing the export to CSV. Alternatively, instructors may download all sections, then use MSExcel to first sort by section (1) then by SIS User ID (2).

MS Excel custom sort by Section ID and SIS User ID


MS Excel spreadsheets showing NetIDs align and highlight data to copy

  1. Review your spreadsheets. The netIDs should align.
  2. In your Canvas export file, highlight the first cell containing the final grade. Drag your mouse down until you have highlighted all the final grades. You should not include the column heading. Copy these values
  3. In the REGIS Export, place your cursor in the cell for the first student (Column E). Paste the values into Column E.
  4. Delete all columns after Column F. You will only have columns:
    • Sec
    • Index
    • Id
    • Student
    • Grade
    • Comment
    • Warning
    • Comment
  5. After finalizing the grade entry in the excel file, select File option Save AS and select CSV (Comma Delimited).

  1. Log into REGIS with your NetID.
  2. Select Rosters & Electronic Grading Information System (REGIS).
  3. Search for your roster by selecting term and entering the school, subject and course number.
  4. Select the Upload Course tab.
  5. Enter the roster information (Semester, Unit, Subject, Course #, Section) to search for your course section.
  6. Indicate the file to be uploaded (CSV file type).
  7. Click Verify Course Upload.
  8. The Verify course upload information page is displayed
  9. After viewing the information click Upload Course to submit the upload roster.

Notes:

  • Final grades can be submitted any time during the open grading period. The dates for grade submission are displayed on this page.
  • Final grades cannot be submitted multiple times. All grade changes must be submitted to the Registrar’s office using a grade change form.
  • Rosters can be submitted with blank grades. Users will be allowed to enter a grade at any time during the grading period for those that are blank. 

Additional Resources: