Retaining Student Grades in eLearn

With our migration to Canvas, we will no longer have access to eLearn as of June 9, 2023.  Course content has been migrated over, but that does not include any student data.  This means that steps will need to be taken to ensure you have a backup of students' grades in case a dispute arises.  As outlined in Policy A18.11, students who believe a grade is inaccurately recorded must file a “Grade Re-Evaluation Request” with the office of the respective School Dean “by the 7th week of the semester following the one in which the grade was given.”  

Therefore, we recommend that you back up Grade data from the Spring 2023 semester.  You may also wish to back up older student data that might be relevant to other purposes, such as letters of recommendation.

This is a manual process for each course you wish to have a backup of.  There are a few things to consider when backing up:

• You can back up the entire Grade Center to an excel file that will list each column and the students' scores.  
• You can download an individual Grade Center Column's submission for Assignments and Tests.
• Discussion threads can be downloaded from the Forum page and saved as a PDF.
• There is not an easy way to download things like Journals, Blogs, and Wiki's.  Those would have to be a copied and pasted into a document individually.

The full Grade Center download will give you the entire course record, but will only give you the scores, not the content.  Downloading the submissions for a column will give you the content, but it has to be done manually for each column you need.  We recommend at minimum downloading the full Grade Center for your courses; and if you think you will need to refer back to the actual student submission, download the submissions for that column as well.

Topics in this Article Include:

• Downloading the Full Grade Center
• Downloading Assignments and Test Submissions
• Downloading Turnitin Assignments
• Downloading Discussion Posts

Downloading the Full Grade Center

1. Access your eLearn course and click Grade Center > Full Grade Center.
2. Hover over the Work Offline button and choose Download.
3. Ensure Full Grade Center is selected in the Data field and choose either Comma or Tab for delimiter.
4. If you've hidden columns and want them included, set Include Hidden Information to Yes.
5. Leave the Download Location set to My Computer and click Submit.
6. Click Download to download the file.

Your download will be an excel file.  It may give you a warning when you open it about the file extension not matching the format and ask if you're sure you want to open it.  Click Yes to this message.

Downloading Assignments and Test Submissions

1. Access your eLearn course and click Grade Center > Full Grade Center.
2. Find the Column for the Assignment or Test you wish to download and click the gray circle next to the column name.
3. If the column is an Assignment, choose Assignment File Download
   1. Click the box at the top of the page to select all users and decide what attempt you wish to save.  Click Submit.
   2. Click Download assignments now on the next page.  A zip file of all submissions will be downloaded.
4. If the column is a test, choose Download Results.
   1. Change the format to By Question and User.  Change Attempts to All Attempts.
   2. Click to download results.  

Your download will be an excel file.  It may give you a warning when you open it about the file extension not matching the format and ask if you're sure you want to open it.  Click Yes to this message.

Downloading Turnitin Assignments

1. Access your eLearn course and click on your desired Turnitin Assignment
2. Older Turnitin Assginments will have an Export option with three icons.  The blue icon will download the files in their uploaded format, the red will download as PDF's; and the green will export the grades to a excel file:
3. Newer LTI Turnitin Assignments will have a Download All button.  Select your desired format from the drop-down menu:
   

Downloading Discussion Posts

1. Access your eLearn course and click Course Tools > Discussion Board.
2. Click on the course ID link.
3. Click the name of your desired forum.
4. Put a check in the box at the top of the thread list to select all threads [1].
   
5. Click the Collect button [2].
6. Click Print Preview.
7. Change the Destination drop-down menu to Save as PDF.
8. Click Save to save the file to your computer.
9. Repeat this process for each required forum.