Import grades from a spreadsheet into myCourses

The procedure to import grades from a spreadsheet into myCourses requires two separate steps:

1. Format your spreadsheet to make it compatible with myCourses:

2. Import the prepared spreadsheet into myCourses

This article describes how to make your spreadsheet compatible with myCourses. After completing these steps, navigate to Import grades to myCourses to complete the process.

In this article:

Existing Excel spreadsheet

Instructors often keep track of students’ grades on an external spreadsheet, typically made in Excel. These spreadsheets will not import into myCourses because they contain headings and formatting that are not compatible with myCourses. Only files saves as ..csv (Comma delimited) can be imported into myCourses. It is recommended to create a completely new spreadsheet with the correct column headings and copy/paste the grades from the existing spreadsheet onto the new one.

1. Create a completely new Excel file.

2. Enter the following column headings on the new spreadsheet:

   1. OrgDefinedId for the column with your students’ McGill IDs.

   2. [Name] Points Grade for columns with numeric grades (e.g. Exam Points Grade) or [Name] Text Grade for columns with letter grades (e.g. Midterm Text Grade).

   3. End-of-Line Indicator for the final column of the spreadsheet. This column heading is required and may be left blank or contain number (#) symbols.

3. Copy and paste the McGill IDs and grades from your existing spreadsheet into the OrgDefinedId and Points Grade (or Text Grade) columns on the new spreadsheet. The example below shows a spreadsheet formatted for importing two numeric grades and one text grade.

   Open

   

4. Save the spreadsheet as a .csv (Comma delimited) file (or Windows .csv on a Mac) and confirm that you want to keep the file format.

5. Proceed to Import grades.

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Excel spreadsheet from the Exam Office

Spreadsheets from the Exam Office will not import into myCourses for the following reasons:

• They contain column headings that are not compatible with myCourses.

• They contain extra columns that interfere with the import into myCourses.

• They do not include the End-of-line Indicator column.

• They are in Excel format (XLS or XLSX) instead of .csv.

1. Open the Excel spreadsheet containing your students’ exam scores.

2. Delete the Name, Version, and Percent Score columns.

3. Rename the remaining column headings to the following:

   1. OrgDefinedId for the ID column with your students’ McGill IDs.

   2. [Name] Points Grade for the Out of column(s) with the grades (e.g. Exam Points Grade).

   3. End-of-Line Indicator for the final column of the spreadsheet.

      Your spreadsheet should look similar to this example:

      Open

      

4. Save the spreadsheet as a .csv (Comma delimited) file (or Windows .csv on a Mac) and confirm that you want to keep the file format.

5. Proceed to Import grades.

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Spreadsheet (.csv) exported from myCourses

If you are having trouble with importing, you can try Create grade items in myCourses, Export grades to a spreadsheet from myCourses and using the exported spreadsheet to import grades. Spreadsheets exported from myCourses will not import back into myCourses if they contain certain columns (see Step 2).

1. Follow the instructions in Export grades to a spreadsheet and open the exported .csv spreadsheet.

2. There are certain exported columns that are not compatible for import. Delete all of the following columns on the exported spreadsheet:

   • Weighted Grade

   • Grade Scheme

   • Selectbox

   • Formula

   • Calculated (including Final Calculated Grades)

   • Subtotal (for Grade Categories)

3. Enter grades in the Points Grade or Text Grade column of the exported spreadsheet.

   OR
   Copy and paste the McGill IDs and grades from another spreadsheet into the OrgDefinedId and Points Grade (or Text Grade) columns on the exported spreadsheet.

4. Save the spreadsheet as a .csv (Comma delimited) file (or Windows .csv on a Mac) and confirm that you want to keep the file format.

5. Proceed to Import grades.

    

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Spreadsheet saved with OpenOffice or a French operating system

If you are not using an English operating system with Microsoft Office, you may find that all columns are merged together into one. In this case, you can save your spreadsheet as a TXT file for formatting and importing into myCourses.

1. Open the spreadsheet file that contains the grades you want to import.

2. Delete everything on the spreadsheet except the McGill IDs and grades you want to import.

3. Add the following column headings:

   1. OrgDefinedId for the column with your students’ McGill IDs.

   2. [Name] Points Grade for the column(s) with the numeric grades (e.g. Exam Points Grade) or [Name] Text Grade for columns with letter grades (e.g. Midterm Text Grade).

   3. End-of-Line Indicator for the final column of the spreadsheet.

4. Save the spreadsheet as a Text (Tab Delimited) file.

5. Open the TXT file in a text editor, such as Notepad.

6. Replace the tab spaces with commas:

   1. Highlight and copy one of the tab spaces between values.

   2. Paste the tab space into the Edit > Replace function of your text editor.

   3. Replace all tab spaces with commas.

7. If necessary, also use the Replace function to remove all apostrophes, semicolons, and quotation marks from the TXT file.

   Your TXT file should look similar to the example below and may contain number signs (#) at end of each line of grades. Note: If the first line wraps onto the next line, this will not affect the import.
   

8. Save the TXT file.

9. Proceed to Import grades to import the TXT file into myCourses.

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Spreadsheet for importing final grades

The column headings required for importing final grades are slightly different from the previous sections. Regardless of where the spreadsheet comes from, it must contain the following headings:

• OrgDefinedId (or Username) as the first column.

• Adjusted Final Grade Numerator for the numeric final grades out of 100.

• Adjusted Final Grade Denominator (should be 100 for all students)

• End-of-Line Indicator as the last column.

You can rename the columns on a new or existing spreadsheet, export the Final Adjusted Grade columns from myCourses, or use the Grades_Sample_Import_file..csv on the Import Grades page.

1. Open your spreadsheet containing the final grades.

2. Make sure your spreadsheet contains only the following columns:

   1. OrgDefinedId for the column with your students’ McGill IDs.

      OR

      Username for the column with your students’ McGill Usernames.

   2. Adjusted Final Grade Numerator for the column containing the numeric final grades (e.g. 0-100).

   3. Adjusted Final Grade Denominator for the 3rd column. Enter 100 in this column for all students.

   4. End-of-Line Indicator for the final column of the spreadsheet. This column heading is required and may be left blank or contain number (#) symbols.

3. Save the spreadsheet as a .csv (Comma delimited) file and confirm that you want to keep the file format. Your spreadsheet should look similar to the example below.

4. Proceed to Importing grades.

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