Sending Grades from HuskyCT to Student Admin (PeopleSoft)

This article explains how faculty and staff can export their midterm and final grades from their HuskyCT Grade Centers to Student Admin (PeopleSoft).

There are two ways to send grades from HuskyCT to Student Admin (PeopleSoft). If you have your grades set up and ready to go in your HuskyCT course, one option is to use the "Grade Approval and Transfer" feature found under the "Manage" menu in the Full Grade Center. (This is Method 1 below.) This is usually the easiest method if you already have your grades recorded in your HuskyCT Grade Center. The other option (Method 2) is to download an Excel file of your grades from your Grade Center in your HuskyCT course, make a few modifications to that file, and then upload that file yourself into your grade roster in Student Admin. Instructors can choose either method, depending on what suits their purposes best.

Method 1: Use Grade Approval and Transfer to Send Midterm and Final Grades from Your HuskyCT Grade Center to Student Admin

Step 1: Prepare your Midterm or Final Grade column:

In the Grade Center, find your midterm or final grade column and select "Edit Column Information." 

Edit the column's name to begin with "MID" or "FIN" depending on whether you are sending midterm or final grades. (This is necessary for Student Admin to be able to properly accept the grade data. If the "Column Name" field and the "Grade Center Name" field are different, the "Grade Center Name" field is the one that must be edited to begin with "MID" or "FIN.") 

Also on the "Edit Column Information" page, make sure the Primary Display is set to a letter grade schema. Student Admin cannot accept numerical grade values. 

Next, set the midterm or final grade column as the "External Grade." This is indicated by a green checkmark in the column's header, and this is how HuskyCT designates the grade data that will be sent over to Student Admin. If your column is already set as the external grade, you will see the green checkmark in that column. If not, open the column's option menu and select "Set as External Grade."

Once you have named your grade column correctly, set it as the external grade, and made sure the Primary Display is showing a letter grade, your are ready to proceed to Step 2 and "push" that column to Student Admin.

Step 2: Push Your Grade Column to Student Admin:

From the "Manage" menu in your Grade Center, select Grade Approval and Transfer:

On the Grade Approval and Transfer page, check the box for your course and click "Grade Column Approval and Transfer." (Note: This process also works for combined courses, e.g., courses with multiple sections combined into one HuskyCT course.)

Next, you will see the column you had previously set as the External Grade. Check the box next to the column and click "Approve Grades." This will send the grades to Student Admin.

If you find that you need to change a student's grade after you have already pushed your grades to Student Admin, you can still change that grade and in HuskyCT and repeat Step 2. That will re-push grades to Student Admin. You can do this up until you change the Approval Status in Student Admin to "Approved."

Step 3: Approving Grades in Student Admin (Final grades only)

After all final grades have been populated and saved in Student Admin, change the Approval Status at the top of the page to Approved. (Reminder: This should only be done for final grades. Do not change the Approval Status in Student Admin for midterm grades.) (If you need to change grades after doing this and re-push from HuskyCT, change the field to "Not Reviewed." "Approved" or "Ready for Review" will prevent grade pushes.

Next, a confirmation window should appear. Click OK.

Once your final grades are approved in Student Admin, the process is complete.

Method 2: Download and Import a Grade Center Excel File

Step 1: Select Letter Grade as your Primary Display

1. Go to the Full Grade Center. 

2. Click on the drop-down menu at the top of your final grade column.

3. Select Edit Column Information.
   

4. Next to Primary Display, select Letter. Click Submit.
   
   

Step 2: Download Grades

1. In the Full Grade Center, click on Work Offline at the upper right, and then on Download.
   
   
2. Change the setting under “Data” to Selected Column. Choose the column in the Grade Center that contains final letter grades and select Comma as the delimiter type. Then select My Computer as the Location.
   
   
3. Use Excel to open the .CSV file downloaded from HuskyCT. Remove all columns except for Username and the column with the course grades.
   
4. Add two new columns to the left of the column that contains the NetIDs.
   
5. Enter the term code (e.g., 1148 for Fall 2014) in just Row 2 of Column A as shown here.
   
6. Name the first column “Term” and the second column “Class Number”. The order of the data columns is a requirement. The header names can vary.
   
7. Enter the class number for your course section in just Row 2 of Column B.
   

Step 3: Import Grades to Student Admin (PeopleSoft)

1. Go to https://studentadmin.uconn.edu/
2. Click on Self Service and then on Faculty Center.
3. Click on the icon (shown below) to access the grade roster.
   
4. Click on Upload Grades.
   
   
5. Click on the Browse button and select the file needed to upload. After the file appears in the text box next to browse, click Upload.
   
   

Still need help?

For further information or assistance with HuskyCT, please contact the Educational Technology Office at edtech@uconn.edu or 860-486-5052.

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