Using the Auto-Grade Export Tool

Using the Schoology Auto-Grade Export Tool

Schoology Organization-level System Administrators can use the Auto Grade-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.

Note: Schoology is optimized to process imports and exports (auto or manual) most quickly between the hours of 7pm to 6am Eastern Time (ET) from Monday to Sunday. Imports or exports that are run outside of this window will be slower to complete. Schoology strongly recommends performing or scheduling 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 Grade 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 school.

Review the appendices at the end of this article to see what you can export using Auto-Grade Export. 

Accessing Auto-Export

  1. Click Export in the left menu of your System Administrator account.
  2. Select the Auto-Export tab.

Configuring and Setting up an Export

The Auto-Export screen has two sections: Manage Exports and Status Log.

Manage Exports

The Manage Exports area has two sections:

  • Default SFTP Configurations
  • Auto-Export configuration

Default SFTP Configurations

Enter the following details to set-up SFTP configuration:

  • Host
  • Port
  • Username
  • Password

Auto-Export Configuration

Click Export Process to schedule a new export.

You may add as many 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 – Give the export 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: 
    • Daily: Select the 3-hour window during the day to perform the export.
    • Weekly: Select the day of the week and the 3-hour window.
    • Monthly: Select the 1st or the 15th of the month and the 3-hour window.
  • Schools
  • Grading Periods
  • Sections

Export Type

Select from three types of auto-export:

  • Final Grades
  • Grade Items (assignments, discussions, tests & quizzes for example)
  • Grading Scales

Data to be exported: CSV Columns per Export Type

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.

See Appendices A, B, and C below for lists of the available fields you can export.

Grades

Click the Include Midterm/Finals Information box if you want to include grade information for midterms and finals in your export file.

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)

Appendix A – 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

Appendix B – 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

Appendix C – 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
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