Transferring Grades from Ultra Courses to Student Admin

Owned by Christian Bergeron (Deactivated)
Last updated: Nov 19, 2024 by Jordan Vinikoor
5 min read

This article explains how instructors can send Midterm or Final Grades letter grades from a HuskyCT Ultra course to the Student Administration System (Student Admin).

For Original Course View, refer to: Sending Grades to Student Admin in Original Course View

Overview

There are two ways to transfer grades from an Ultra course to Student Admin:

  1. Grade Approval and Transfer (Recommended): Transfers letter grades from the Overall Grade column to Student Admin.

  2. Download Grades and Upload to Student Admin: Instructors can download a grade spreadsheet from Ultra and upload the grades into Student Admin.

⛔️ Midterm Grades:

  • After Midterm Grades are transferred to Student Admin, instructors SHOULD NOT approve them in Student Admin. The Approval status should remain “Not Reviewed”. Students will receive their midterms grades with this status.

    approval.png

Final Grades:

  • After Final Grades are transferred to Student Admin, instructors MUST approve them in Student Admin. The Approval status should display as “Approved”. Please see Recording Final Grades for step-by-step instructions.

    approved.png

 

Method 1: Grade Approval and Transfer

Before grades are ready for Approval and Transfer, instructors should make sure:

  • The Overall Grade calculation reflects the grading system outlined in the syllabus

  • The Overall Grade is displaying as a Letter Grade

  • The Overall Grade reflects student scores for all graded assessments (including 0’s where work has not been completed)

All columns included in the Overall Grade must be Posted in order for the letter grades displayed by the Overall Grade to be accurately sent to the Student Admin system.

  • After transfer, instructors should always compare the Student Admin Roster Grades with the Ultra Overall Grade to ensure accuracy.

Instructions:

  1. Login to HuskyCT and navigate to the course in which you want to transfer grades.

  2. From the Details & Actions menu, click on View Course & Institution Tools.

  3. From the right side menu, select Grade Approval and Transfer.

  4. A new window will appear titled Course Grade Approval and Transfer.

  5. Check the box next to the Course ID and then click Approve Grades.

  6. The grades should appear in Student Admin within 2 hours.

    1. 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.

    2. Once grades appear in Student Admin, review student grades to ensure that they are accurate and align with the grades shown in HuskyCT. If they are not, ensure that all components of the Overall Grade in HuskyCT are graded and posted.

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

    4. 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. You will be prompted to confirm your changes, click OK to proceed and exit. 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.

Method 2: Download and Upload Grades to Student Admin

  1. Login to HuskyCT and navigate to your Ultra course.

  2. Click Gradebook.

  3. In the right hand corner of the Gradebook, click the Download Icon. (Arrow pointing down)

  4. A new window will appear titled Download Grades.

    1. Grade Records: Select Full Gradebook.

    2. Record Details: Check the box next to the column that contains your final grade. The Grade Display must be a letter grade for Student Admin to accept it.

    3. File Type: Select Comma Separated Values. (.csv)

    4. Save Location: Select My Device.

  5. Click Download.

  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. Login into Student Admin.

  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.

     

For more information or assistance with HuskyCT, please contact the CETL Educational Technologies Office at edtech@uconn.edu or (860) 486-5052 (M-F 9am-4pm).