Moving Student Grades from One Section to Another

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Overview

Changes to student enrollments are common both at the beginning of a course's grading period and throughout the course life cycle. When students move from one section to another, instructors and system administrators may need to recover their grades from the previous section and move them to the new one.

This article outlines the steps for moving student grades from one course to another for both Schoology Enterprise and Basic accounts. 

Enterprise

Note: Grades for students that are moved to another linked section, are automatically transferred to the new section. As a safeguard, it is recommended to export the grades before moving the student to the new section.

Recovering and Moving Student Grades

Follow these steps to recover student grades from the previous section and move them to the new one.

Step 1. Re-enroll the student back into the old section

Depending on your school or organization's settings, instructors may have an Add Members button in their Members area. If you have this button, add members by following these steps:

  1. Select the Members tab in the left menu.
  2. Click the Add Members button.
    Add_Members_Admin.png
  3. Click the names of the students you need to re-enroll in the course. You can also search or browse without affecting the student you've already selected.
  4. Click Add Members to finish.

If you don't have the Add Members button, your System Admin must complete re-enrollment.

Alternatively, you can re-enroll the student from the Inactive Members area:

  1. Select Members in the left menu of the course profile.
  2. Click Inactive.
    Note: Depending on your school or organization's enrollments setup, you may not have the option to re-enroll from the Inactive area. Check with your Support Contact if you're unsure.
  3. Locate the student and click the gear icon.
  4. Select Re-enroll.

ReEnroll.gif

Step 2. Export the course's gradebook

To export the gradebook:

  1. Within the student's old course section, click Gradebook in the left menu.
  2. Click the menu icon (three vertical dots) in the upper-right corner and select Export.
    export_gradebook.jpg
  3. Select Gradebook as CSV. This spreadsheet is formatted similarly to how it is in Schoology, with the student names listed vertically and material titles along the top.export_gradebook_choose_export_type.png
  4. Click Next. The CSV will automatically download.

Step 3. Add grades to the new section

You can either:

  • Manually add the student's grades into the new course section's gradebook.

-or-

  • Use the Import feature in the gradebook to add the gradebook CSV file from the old section to the new section.
    import_gradebook.jpg

Tips for import:
  • Students must be enrolled in the new course prior to import.
  • Do not delete the header row in the CSV.
  • Remove the rows for students you do not want to add to the new section from the CSV.

Import Grades: Match Columns

If you opt to import the CSV into the new course's gradebook, you will need to match the fields from the exported CSV to those in the gradebook. 

To import grades:

  1. Within the student's new course section, click Gradebook in the left menu.
  2. Click the menu icon (three vertical dots) in the upper-right corner and select Import.
  3. Click Choose File and select your CSV file for upload.
  4. Click Upload File.
  5. Match the columns from your CSV file to the corresponding fields in your gradebook:Import_gradebook_match_fields.pngThere are several fields available for you to match:
Name Description
 Unique User ID The Unique ID field in Schoology, which is often a student ID assigned in the SIS
 New Assignment Select this option to create a new column in the gradebook, if an equivalent assignment does not already exist
 Existing Assignments  The sub-fields below Existing Assignments are the names of assignments already in the gradebook
  1. Once you've matched the Unique User ID and Assignments, leave the other fields blank and click Preview to continue with the import.
  2. Review the Student, Assignment, and Grades for import and click Confirm to complete.

Basic

Instructors using Schoology Basic are unable to move a student from one class to another. Instead, instructors can distribute the access code for the new course to the student to enable them to join. 

Follow these steps to export student grades from the previous class and move the grades to the new class.

Step 1. Export the course's gradebook

Export the student's grades from the original course. If you have already unenrolled the student, distribute the access code to the student to enable them to join again and recover the grades.

To export the gradebook:

  1. Within the student's old course section, click Gradebook in the left menu.
  2. Click the menu icon (three vertical dots) in the upper-right corner and select Export.
    export_gradebook.jpg
  3. Select Gradebook as CSV. This spreadsheet is formatted similarly to how it is in Schoology, with the student names listed vertically and material titles along the top.export_gradebook_choose_export_type.png
  4. Click Next. The CSV will automatically download.

Step 2. Give the access code for the new course to the student

Distribute the 13-digit Access Code (in a green box) located near the bottom of the left menu of the course profile, as well as on the right side of the Members page.

The student can use the Access Code to join your course.

Step 3. Add grades to the new section  

Locate the student's grades from the export file and manually input the grades into the new course gradebook.

To enter grades directly from your gradebook, click into the corresponding cell and add the grade.

You can also use the tab or arrow keys to navigate your gradebook. Using the tab key moves your cursor down one row within the same column in the gradebook. When you reach the end of the column, pressing tab again moves the cursor to the top of the next column.

Step 4. Remove the student from the original class

To unenroll the student:

  1. Click Members from the left of the course profile.
  2. Click the gear icon to the right of the student and select Unenroll.

 

 

 


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