Auto-Export Tool

Schoology Organization-level System Administrators can use the Auto-Export tool to schedule exports of grade data in a consistent and reliable manner. With the tool you can share data between disparate systems and automate the export of your grade data to an SFTP Server, enabling your team to access and use the data on its own schedule. Individual sections in Schoology must be assigned to Grading Period(s), include a Course Code, and have either a Section Code or a Section School Code configured within each Course setting for inclusion in the exported data. Unpublished items within a course are not included in a grade export.

Schoology is optimized to process imports and exports (auto or manual) between the hours of 7 pm to 6 am Eastern Time (ET) or 11 pm to 10 am Greenwich Mean Time (GMT) from Monday to Sunday. It is strongly recommended to perform or schedule all imports, exports, and bulk deletions during this time frame, including manual imports as well as scheduled auto-imports, for optimal performance.

Benefits of Auto-Export

• Save time for IT and system administrators by exporting overall grade data from Schoology to be shared with third-party systems.
• Share information with analytics systems or data warehouses for deeper analysis of overall grade data in the context of other student and organizational information.
• Easily access and share grade information so your data specialist or SIS vendor can import that data to meet your unique reporting needs.
• Meet your data scope and needs by filtering your data export by the school.

Configure Auto-Export

1. Click Tools.
2. Select School Management.
3. Click Export on the left.
4. Select the Auto-Export tab.

Manage Exports

The Manage Exports area has two sections:

• Default SFTP Configurations
• Auto-Export Configuration

Enter the details to set up the SFTP configuration. If you use Auto-Import to provision data into Schoology, this may be the same SFTP configuration as that process.

Click + Export Process to schedule a new export process.

You may add as many export processes as you like with different information to export for each job. Depending on server load, the export process may take up to several hours to complete.

Configure each export with the following information:

• Title – Enter a name so you can identify it later. This is especially useful if you are scheduling multiple jobs.
• Export Location – Path to where to save the CSV file. Be sure to include a forward slash at the end of the path if the path is not at the root of the SFTP server location. Example: /upload/
• Export Frequency – Set the export schedule.
• Schools – Select the buildings from which you want to export data
• Grading Periods – Select the grading periods from which you want to export data.
• Sections – Select the course sections from which you want to export data.
• Export Type – Select from three types of auto-export.
  
  • Final Grades
  • Grade Items (assignments, discussions, tests & quizzes for example)
  • Grading Scales
• Grades – Check the Include Midterm/Finals Information box if you want to include grade information for midterms and finals in your export file.
• Click Column Header(s) to view and choose the columns to include in the CSV export.
• Click Select All to check all columns, and Unselect All to clear all selections.
• Click Save to finish your configuration.

Status Log

The Status Log displays the status of a previously configured export and includes:

• Title
• Frequency
• Last Successful Export (Date)
• Status – Successful, In Progress, or Error
• Action (for any known errors)

Column Data Available for Final Grade Export Type

Course Section Information

• Course Name
• Course Code
• Course ID
• Section code
• Section Name
• Section School Code
• Section NID, including cross-listed sections
• Grading Period ID
• Grading Period Title

Grading Information

• Comments
• Grading Scale ID
• Letter Grade
• Letter Grade (Override)
• Numeric Grade
• Numeric Grade (Override)
• Weight

Student Information

• Unique User ID
• Username
• Email
• School ID
• School Title

Midterm/Finals

• Due Date
• Exception Code
• Max Points
• Mid-Term Final ID
• Mid-term Final Title

Column Data Available for Grade Item Export Type

Course Section Information

• Course Code
• Course Name
• Course ID
• Grading Period ID
• Grading Period Title
• Section Name
• Section NID, including cross-listed sections
• Section School Code

Grade Item Information

• Description
• Title
• Due Date
• Grade Item ID
• Grade Item Type
• Last Submission
• Number of Submissions
• Published Status
• Max points

Grading Information

• Category Title
• Category ID
• Category Weight
• Comments
• Exception Code
• Factor
• Grading Scale ID
• Is Midterm or Final
• Letter Grade
• Numeric Grade

Student Information

• Email
• School ID
• School Title
• Unique User ID
• Username

Column Data Available for Grading Scales Export Type

Course Section Information

• Course Code
• Course Name
• Course ID
• Grading Period ID
• Grading Period Title
• Section Name
• Section NID, including cross-listed sections
• Section School Code

Grading Scale Information

• Level Average
• Level Cutoff
• Level Grade
• Level Point Value
• Point Value Description
• Points or Percentage
• Scale (Hide Numeric)
• Scale ID
• Scale Title
• Scale Type