End of the Year Guide for Instructors

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This article contains information and guidance for Instructors on the course-level tools they should use and steps they should take at the end of the school year.

End of the School Year: A Checklist for Instructors

Things to Think About for Next Year 

Wrapping up the Current School Year

Archived Courses 

Courses archive after the end date of the grading period passes. Archived courses do not expire. If the grading period has passed, you can leave the course Archived and still retain access to the Course – including the materials, gradebook, and roster – depending on the settings in place at your organization. Reach out to your System Administrator with any questions.

For example, if your course is associated with the grading period “Spring Semester 2019,” which ends on June 25, after June 25 that course will be moved to your Archived courses.

To access an archived course after the grading period has ended:

  1. Click Courses in the top menu.
  2. Select My Courses.
  3. Select Archived to see a complete list of archived courses sorted by grading period.

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Note: Depending on the permissions in place at your school, you may not have access to the Archived Courses area. Reach out to your school's Support Contact(s) for assistance.

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Final Grades

As the school year ends, we have some recommended steps to finalize and export grades from your Schoology courses:

Check to make sure all grades are published

You may have set some of your materials to Unpublished throughout the school year to prevent students from accessing those items. Unpublishing an item also removes the item from students' final grade report that is visible to them in Schoology. If you have unpublished an item to prevent students from accessing it, but you want the received grades for that item to factor into the student's calculated overall grade, you must re-publish the material(s).

Use the Bulk Edit tool to see all of your materials at a glance, and to modify materials in bulk:

  1. Go to your course.
  2. Click Gradebook.
  3. Click the vertical three dots in the upper right corner of the gradebook.
  4. Select Bulk Edit from the drop-down menu.
  5. In your list of materials, published items are indicated by a check mark in the second column (denoted by the green dot).
  6. Check the boxes in this column to publish materials and add them to the final grade calculation.

In the above screenshot, Chapter 4 Quiz is Published and students' scores on this quiz are included in their final grade. Chapter 4 Lab Report is unpublished and is not factored into their final grades.

Overriding Final Grades

If needed, you can add a grade override column to replace the calculated overall score for students in a course. This automatically hides the calculated score for students and lets you enter a custom score using the new column.

To override the calculated overall grade:

  1. Click Courses in the top menu and select your course in the drop-down menu.
  2. Click Gradebook in the left menu of the course.
  3. Click Grade Setup. 
  4. Check Override calculated overall grade.

  5. Click Save.

Read this help article for more information about Final Grade Settings

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Export Your Gradebook

You can export a course gradebook in two formats:

  • CSV
  • CSV for import into other system

To export your course gradebook:

  1. Click Courses in the top menu.
  2. Click on the course that has the Gradebook you want to export.
  3. Click on Gradebook in the course profile menu.
  4. Click the three dot icon in the upper right corner of the Gradebook.
  5. Select Export.

Note: If you are part of an Enterprise school, your System Admin may be exporting grades from Schoology at the system level or grades may be automatically syncing to your SIS. Reach out to your school's Support Contact(s) for questions about best practices surrounding final grades at your school or organization.

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Saving and Sharing Course Materials

At the end of the year, you may wish to save your course and its contents. Learn more: How do I save my course?

Consider the following scenarios for steps on how to save and reuse your course materials:

I’m teaching the same course at the same school again next year. How do I save and reuse my materials?

You can save your archived course to your Resources and reuse the same materials for the next school year, in a new course with new students and a new grading period.

Tip: Create Collections in your Resources before you starting saving course materials.

To create a Collection:

  1. Click Resources in the top menu.
  2. Click the file cabinet icon in the left hand column to create a new Collection.
    Screen_Shot_2018-07-06_at_16.29.21_PM.png

To save course to resources:

  1. Go to the archived course.
  2. Navigate to the Materials page.
  3. Click Options.
  4. Select Save to Resources.
Note: When you save a course to Resources, the following items will not copy: student information, student submissions, Google Drive Assignments attachments, and Microsoft OneDrive attachments.

Screen_Shot_2018-07-06_at_16.31.43_PM.png

When you or your system admin create your new course for next year, follow these steps to load all of your saved materials:

  1. Click Materials in the left menu of the course.
  2. Click Add Materials.
  3. Select Import from Resources.

Screen_Shot_2018-07-06_at_16.27.27_PM.png

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I’m leaving my current school/organization/department, and I want to share my materials with the instructor who is taking my place.

If you are not going to be teaching the same grade level, or are leaving your school or organization, you may want to share your Schoology content with your colleagues.

To Add a Connection:

    1. Add the instructor — for example, the instructor who is taking over your grade level — as a Connection:
      • Click the magnifier icon and search for the instructor's name.
      • Click View More Results to see a full list of users matching the instructor's name.
      • Click Add Connection to the right of the educator's name.
    2. Review the Creating a Collection and Saving Course to Resources instructions above to save your course materials to a resource collection.
    3. Go to Resources.
    4. Click the Collection where your course materials are saved.
    5. Click Share.
    6. Click Connections and select the name of the instructor.

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I am leaving my current school/organization/department, and I want to take my materials with me.

If you will not be teaching the same course at the same school again, you may want to take your Schoology content with you.

To do this, save your existing course materials to your resources:

  1. Navigate to the archived course.
  2. Click Options.
  3. Select Save to Resources.

If you will be using Schoology again next school year in your new school/organization/department you can:

  • Merge your existing account into your new Schoology account at your new school.
    Note: This option is only available if your current account is a Basic account. Enterprise accounts cannot be merged into accounts outside your organization.
  • Alternatively, add your new account at your new school as a Connection on Schoology, and share your Resources with your new account. To do this, follow the instructions above (To Add a Connection), but add yourself (your new account) as the Connection, rather than a colleague.

If you will no longer be using Schoology again next school year in your new school/organization/department, you can export the materials you saved to your Resources.

  1. Save the course materials to Resources following the steps above.
  2. Click Resources in the top menu.
  3. Select Personal from the left menu of the Resources area.
  4. Click the down arrow in the left column of your personal resources.
  5. Select Export to export a Schoology Resource Collection as a Common Cartridge file:

Note: The Common Cartridge file version that is exported (v1.2) does not support the following content:
  • SCORM
  • Media Albums
  • Matching questions with more than one blank
  • Fill-in-the-blank questions with more than one blank
  • Ordering questions

For technical specifications of this limitation, visit the IMS Global Common Cartridge website.

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Saving Rubrics

In addition to saving your course materials, you can also save individual rubrics to your Resources to reuse in another course, or to share with your Connections.

To save an existing rubric to Resources:

  1. Click Grade Setup in the left menu of your course.
  2. Click Rubrics in the upper-right corner.
  3. Click the gear icon to the right of a rubric.
  4. Select Save to Resources.

RubricToResources.gif

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Planning Ahead for Next School Year

Importing Content into New Courses

Depending on your organization's provisioning method, you may be able to create a new course or your courses might be created for you. Reach out to your school's Support Contact(s) for the specific set of best practices for your district.

If you'd like to create a new course with new content, please see this article: Courses: Course Materials.

To import saved content from Resources into your course, navigate to the new course section.

  1. Click Add Materials.
  2. Select the option to Import from Resources.
  3. Select the collection in which you saved your course. 
  4. Click on the folder in which the course content was saved. The name of the folder should be the name of the course section you saved to Resources.
  5. Select all items by checking the box next to the Title heading. If you prefer to import only some material, select the checkboxes next to the items you'd like included in the new course section.
  6. Click Import to complete.

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Reusing your Grade Setup

Copying Grade Settings

Once your courses have been created or provisioned for you, you can copy grade settings from an archived course by navigating to Courses > My Courses Archived.

  1. Select the section from which you'd like to copy grade settings.
  2. Click Grade Setup.
  3. Click Copy Settings on the upper right. Copy_Grade_Setup_Settings.png
  4. Select Settings to Copy and Select Course(s) to copy to.

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Importing Rubrics into New Courses

To import saved rubrics to a new course, navigate to the folder the rubric was saved in:

  1. Click the gear icon to the right of the rubric title. 
  2. Click Add to Course.
  3. Select each course you would like to add the rubric to. 

Alternatively, after you create your new course for the next school year, you can copy all of your Grading Categories, Grading Scales and Rubrics from your archived course from this school year into your new course for next school year.

Once your current course is archived and you have created your new course, you can pull your archived grade setup into your new course:

  1. Click Courses in the top menu.
  2. Select My Courses.
  3. Click Archived.
  4. Select the course that contains the grade setup information you want to copy.
  5. Click Grade Setup in the left menu of the archived course.
  6. Click Copy Settings in the upper-right corner of the Grade Setup screen.
  7. Select the settings to copy.
  8. Select your new course in the Select Course(s) list as the destination course.
  9. Click Copy to add the grade settings from your archived course to your new one.

CopyGradeSettings-Archive.gif

 

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