Transferring Grades from HuskyCT to Student Admin (PeopleSoft)

This article covers how instructors can transfer midterm or final grades from a HuskyCT course to the Student Administration System (PeopleSoft).

Overview

There are two ways to transfer letter grades from HuskyCT to Student Admin (PeopleSoft).

1. If your final grade calculation column is set up in your HuskyCT Grade Center course, the easiest option is to use Grade Approval and Transfer. This can found from either the the Full Grade Center Manage tab or Course Management > Course Tools.

2. Download an Excel file of your grades from the HuskyCT Grade Center, make a few modifications to that file, and then manually upload that file into your grade roster in Student Admin.

Instructors can choose either method depending on what suits their needs. Instructors can send grades to Student Admin using either method even if they have not assigned a grade to ALL students. The only time ALL students must have an assigned grade is in the Student Admin Grade Roster, when the Approval Status selection is changed to "Approved" thereby recording the official final grades.

Method 1: Using Grade Approval and Transfer

Overview:

There are three settings which need to be set for the final grade column before grades can be transferred from HuskyCT to Student Admin.

• The column must be set as the External Grade (indicated by a green checkmark).

• The column name must start with “Final” or “Midterm”.

• The column’s Primary Display must display a letter grade.

If these settings are not set, the grades will not successfully transfer to your Student Admin grade roster and you will receive and error message. See the steps below for further details.

Instructions:

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

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2. 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. 
   Note: HuskyCT includes default letter grade schemas. However, the default letter grade schema may not match what instructors use in their own courses and syllabi for grading, and your letter grade schemas may be named differently than the default one. Also, Student Admin does not accept grades of A+, as the highest grade that can be awarded to graduate and undergraduate students is A. (See the Registrar's page on grading policies.) Instructors can check their letter grade schemas in the HuskyCT Grade Center (Grade Center > Manage > Grading Schemas) and compare what they include on their course's syllabus. Edit as necessary.

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   For more information about using letter grade schemas, see Working With Letter Grade Schemas in HuskyCT.

3. Using the column's option menu, set the midterm or final grade column as the External Grade. A green checkmark in the column's header designates the grade column that will be sent over to Student Admin.

4. You can access the Grade Approval and Transfer, either:

   1. From Course Tools under Course Management, select Grade Approval and Transfer

   2. Or from Grade Center >> Manage >> Grade Approval and Transfer

5. Check the box next to the course ID and then click Approve Grades. This will send the grades in the External Grade column to Student Admin; it may take up to 90 minutes for the grades to appear in your roster.

   1. For midterm grades, you should not change the Approval Status selection on your Student Admin grade roster. You can leave the Approval Status at "Not Reviewed" and click Save.

   2. If you need to change a student's grade after you have already pushed your grades to Student Admin, you can change that grade and repeat Steps 4-6. This will "re-push" grades to Student Admin. You can do this until you change the Approval Status in Student Admin to Approved.
      Note: Clicking Approve Grades does not finalize grade approval in the Student Admin system. For final grades, you must log in to Student Admin and complete the grade approval process for your grades to become official.

6. For final grades only, after all grades have been populated and saved in Student Admin, change the Approval Status at the top of the page to Approved. 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.
   Note: Only instructors with grade approver status can approve rosters in Student Admin.

7. A confirmation window should appear. Click OK.

Method 2: Downloading and Importing a Grade Center Excel File

1. Go to the Full Grade Center. 

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

   2. Select Edit Column Information.
      

   3. Next to Primary Display, select whichever Grading Schema you use. (The options you see may not be exactly as shown below. However, you must choose a letter grade display for this process because Student Admin cannot accept A+ grades.) Click Submit.
      
      

   4. In the Full Grade Center, click Work Offline at the upper right, and then click Download.
      

   5. Change the setting under Data to Selected Column. Choose the column in Grade Center that contains final letter grades and select Comma as the delimiter type. Then, select My Computer as the Location.
      

   6. Use Excel to open the .csv file downloaded from HuskyCT. Remove all columns except for Username and the column with the course grades.

   7. Add two new columns to the left of the column that contains the NetIDs.

   8. Name the first column Term and the second column Class Number. The order of the data columns is a requirement; header names can vary. 

   9. Enter the term code (e.g., 1148 for Fall 2014) in Row 2 of Column A.

   10. Enter the class number for your course section in Row 2 of Column B.

   11. Save the file.
       Note: When saving the edited file, it must remain a CSV file. Excel may ask you to confirm that you wish to keep the file in CSV format. Click Yes.

   12. Go to studentadmin.uconn.edu.

   13. Click Self Service and then Faculty Center.

   14. Click on the icon (shown below) to access the grade roster.

   15. Click Upload Grades.

   16. Click Browse, and select the file to upload. After the file appears in the text box next to browse, click Upload.

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