At the end of each term, instructors are required to finalize grades in each Canvas course so that when Canvas automatically passes the grade to Populi, the information is accurate. As a back-up, instructors must also export a copy of the gradebook and provide that export to the Registrar.
Directions for Finalizing Grades
1. Grade all submitted work, ensuring that you have completed the rubric attached to the assignment.
The rubric provides data for learning outcomes mastery, so if a rubric is attached, you must score the assignment using that rubric to ensure that the assignment is used as evidence that a student has mastered (or not mastered) the linked outcome.
2. Enter "0's" for any missing assignments.
A dash ("-") means there has been no activity whatsoever on the assignment. The assignment is not being calculated for/against the student's total grade, which means it would not count (usually you would want it to). If you don't enter a zero for these missing assignments then students will have an inflated grade that does not accurately represent their grade in your course.
Grades in the Canvas gradebook are visible to students, but the grade passed back to Populi is considered the official final grade. It is important that you finalize your grades in Canvas by the date determined by the Registrar so when students go in to Populi to check their transcripts, the grade in Populi matches the information in Canvas.
Grade passback happens automatically due to an integration between Canvas and Populi, which passes data back every night around 9 pm PST. You do not need to take further action to ensure the final grade is added to Populi.
3. Ensure all grades are posted. If any grades remain unposted, the final "Total" will display a "hidden" icon, alerting you that there are still grades that need to be posted.
To locate the hidden grades, scroll through the gradebook and look for the "hidden" icon in individual grade entries. Resolve this by clicking on the three-dot menu and selecting "Post."
Saving and Exporting the Gradebook
Important: Canvas needs time to refresh the data you have entered in the gradebook. It is recommended that you export grades the day after you enter the last grades in the gradebook.
1. Click on the Grades tool in Course Navigation.
2. Click on the Actions menu and select Export Entire Gradebook.
A notification will appear that the export is being prepared.
3. When done, the file will download automatically to your computer, to wherever downloads are stored on your machine.
4. Check the report: The Current Score column and the Final Grade column should report the same grade.
Prepare the Report for the Registrar
1. Check the report: Open the gradebook export spreadsheet and check the Current Score and Final Grade columns. They should report the same scores.
If the Current Score and Final Score Do Not Match
- It could be that the gradebook was exported before the data had time to refresh on the Canvas server, where the report is run. Wait overnight, and export the gradebook again in the morning. (Note: we recommend that you wait to run the gradebook export until the day after you have entered the last grade.)
- Changes may have been made to grades after the gradebook was exported.
- It can signal that there are ungraded items still in the course. All ungraded items should be set to 0.
- It can signal that there are unposted (hidden) items still in the course. All hidden grades should be posted.
If you need additional help determining why the Current and Final Scores do not match, please fill out a Help Desk ticket.
2. Email the report to the Registrar. When you are sure the grades are correct and the Current and Final Scores match, email the report to email@example.com.
Changing Grades After the Due Date for Submitting Final Grades
If you need to correct a grade, you may do so in Canvas up until the due date for submitting final grades (usually the Wednesday after the last day of the term.) If that date has passed, you must submit a Grade Replacement Form.