How to Add Grades through an Import : SCRIBE Help Desk

Users can add Grades for a student manually and through an import. This PDF covers adding grades via import. See the How to Add Grades Manually article on the SCRIBE Help Desk. When adding grades manually, you must add grades for each student one by one. When adding grades using an import file, you can include multiple students and multiple courses for those students in the same file.

Before grades can be added for a student, courses must be entered into SCRIBE. See How to Add a Course Manually and How to Add a Course via Import for more information on adding courses.

Create the File to Import

Determine the required and optional fields for a Grades import. There are two ways:

Look at the Import Template in your grant’s Google Drive folder. Every import template has a tab that has the field headings and a tab that describes each field, whether the field is required, the type of data needed for that field and where to find that data

Note: Remember to download the Import Template from the Google folder and save it on your desktop before editing it. Click File > Download > Microsoft excel.

The second way to determine the required fields: In SCRIBE click Tools > Import. Click Add Import. Select the Import Type. Click the View Specification button.

The Import Specification list will appear in a popup box. The fields with a red asterisk are required.

Note: SCRIBE will consider any fields included in the import that are not listed on the Import Specification list as “unknown” fields during the import process. See Troubleshooting Imports on the SCRIBE Help Desk for more information on unknown fields.

Fields

Fields are the different data categories you can include in the Grades import file (e.g., StudentID, SchoolNumber, etc.) listed as separate columns in the spreadsheet. Some fields are required, meaning SCRIBE will not import your file without them. Some are optional, meaning it is up to you whether or not to include them in the import file.

Note: Fields (columns) can be in the import file in any order. Field headings must be spelled correctly but capitalization does not matter (e.g., SchoolNumber = schoolnumber = SCHOOLNUMBER = sChOOlnUmBer). There are no spaces in the field headings (e.g., SchoolNumber is not the same as School Number).

Fields in a Grades Import (* indicates a required field)

a. StudentID*: unique identifier for each student used in SCRIBE.

In SCRIBE, click Schools > View All Schools.

Click View next to the school the student(s) attends.

Under the Students Tab, the students enrolled at the school will be displayed. Copy the student’s Student ID and paste it in the StudentID column in the Service Participation spreadsheet.

b. SchoolNumber*: unique identifier for each school in SCRIBE.

In SCRIBE click Schools > View All Schools.

The list of School Numbers are displayed in the School list. Copy the School Number of the school the students attend and paste it in the Grades Import spreadsheet in the SchoolNumber field.

c. SchoolYear*: first year in the two year school year (e.g., “2019” for the 2019-2020 school year, “2020” for the 2020-2021 school year)

Note: Import files are limited to one school year per file.

d. Course Number*: unique identifier for each course for the school.

In SCRIBE click Schools > View All Schools.

Click View next to the school the students attend.

Click the Courses tab to see all courses that have been added for that school. Copy the Course Number next to the course you want to add grades for and paste it in the CourseNumber field in the grades spreadsheet.

Click the grey circle next to Search to reveal the Search Box. This will allow you to search for a course by Course Name or Course Number and/or to change the School Year to view courses from previous years. The Advanced Search box will allow you to narrow the courses displayed on the course list below. Click Search.

Note: Another way to find Course Numbers is to run a Course List Export from SCRIBE. This export will produce a spreadsheet with all courses and course numbers for the school(s) and school year selected.

In SCRIBE, click Reports > Courses > Course List Export.

See How to Run a Course List Export on the SCRIBE Help Desk for more information.

e. Term*: indicates which term (e.g., quarter 1, semester 2, final, etc.) the grade is for.

Codes: Q1 for Quarter 1 T1 for Trimester 1 S1 for Semester 1

Q2 for Quarter 2 T2 for Trimester 2 S2 for Semester 2

Q3 for Quarter 3 T3 for Trimester 3

Q4 for Quarter 4

Final for final grade for the entire school year

f. Grade*: grade value. Decimal (0-100) or lookup (letter).

Note: The scoring method entered in the Grades field (decimal or lookup) must match the scoring method assigned to the course when the course was created and entered into SCRIBE. If the scoring method used in the grades import does not match that for the course in SCRIBE, you will get an error during the import process and will be unable to import grades for that course.

To check the scoring method for a course, look at the Scoring Method column on the course list in SCRIBE or on the Course List Export (follow steps for Course Number in step d above).

g. FirstName: student first name. This field is optional and for ease of reviewing the grades file only. During the import process, SCRIBE will flag this field as unknown which means it will not import data in this field. It will not interfere with the import process.

h. MiddleName: student middle name. This field is optional and for ease of reviewing the grades file only. During the import process, SCRIBE will flag this field as unknown which means it will not import data in this field. It will not interfere with the import process.

i. LastName: student last name. This field is optional and for ease of reviewing the grades file only. During the import process, SCRIBE will flag this field as unknown which means it will not import data in this field. It will not interfere with the import process.

Sample Grades Import File

Import Grades File

1. Save the Grades Import file following best practice naming conventions: include the school year, type of import, other necessary details like month, quarter or semester, school/district name or abbreviation (e.g., 19-20_Grades_S1_WBHS).

2. In SCRIBE, click Tools > Import.

3. Click Add Import.

4. Select the Import Type: Student Course Grades.

5. Make sure the School Year is correct. Click Browse to select the import file from your computer. Click Upload Import File. Follow the import process.