South Dakota Board of Regents

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1 South Dakota Board of Regents Grades Export Additional Features - Proposed Solution Contents Intended Audience Related Documents Background Background Description Summary Last Date of Attendance Expiry Date Grade Scheme Branding/Grades Export

2 Grades Export Additional Features - This document outlines the additional requirements for the integration process already implemented on the South Dakota Board of Regents site. Intended Audience SDBOR RIS SDBOR Steering Committee Related Documents SDBOR Grades Export Requirements SDBOR Grades Export SDBOR Grades Export Implemented Solution Custom Automatic Branding Requirements Custom Automatic Branding Background Background Description SDBOR uses a state wide implementation of Colleague for Student Information System. Integration projects have already been completed to import data from the SIS system and export data to the SIS system. After testing and using the solutions already implemented, some additional changes have been requested. Additional requirements to the custom final grade validation logic that was implemented have been identified by SDBOR. This includes date entry validation against the start date of the course, expiry date validation against the course end date, validation of grades schemes used and a way to automatically load the common grade items required when a course is created. 1

3 Grades Export Additional Features - Summary This proposed solution consists of six different changes. These changes are designed to make the Grades Export process and course setup more automated and to improve accuracy of the dates that are entered for the grades export. This solution is proposing the following changes: A new validation to ensure that the last date of attendance is NOT prior to the start date of the course and no later than 30 days before the end date. A new validation to ensure that the Expiry date is no earlier than 30 days before the end date of the course. A new validation to ensure that the final adjusted grade is using a SDBOR approved grade symbol. The branding widget will have logic to import the grade book from the navigation shell. Change Validation Widget to handle users enrolled in multiple sections for a course offering. Change the export logic to handle separate export records for Lab and Lecture sections of the same course. Last Date of Attendance The Release Final Grades widget will be changed to ensure users do not enter dates in the Last Date of Attendance that are before the start date of the course and not after the end date of the course. This will be accomplished by changing the date entry fields to not allow the users to enter dates outside of the start and end dates of the course. Users will click on the date field in the widget; the calendar will only show dates starting with the start date of the course and ending after the end date of the course. The calendar will default to the start date of the course. Expiry Date The Release Final Grades widget will be changed to ensure users do not enter dates in the Expiry Date field that are earlier than 30 days before the end date of a course. The date entry field will not allow dates prior to 30 days before the end date of the course be selected. The calendar will default to the end date of the course. Grade Scheme The Release Final Grades widget will have validation logic added to ensure the final grade symbol selected will match a grade symbol in a specified grade scheme of the Organization 2

4 Grades Export Additional Features - Grades Schemes. This will ensure that users setting up grade books are using the approved grade symbols and only these grade symbols are being exported. All grade schemes set up at the organization level will contain valid final grade symbols. Branding/Grades Export The logic behind the Apply Branding Widget will have one more component to import. The grade book from the Navigation Shell will be imported to the course that has initiated the branding request. It will be assumed that the Navigation Shell has the correct grade book setup. Grade books in the navigation shell will have the following grade items configured: Early Alert Early Alert Exported Mid-Term Mid-Term Exported Final Exported All other calculated grade items will have to be added to the courses manually. Since the calculation will be different in each course (due to different grade items) the calculated items will be created manually. The calculated items are not actually used by the export and are used primarily for assisting users in assigning an adjusted grade. The Calculated Final Grades and Adjusted Final Grades columns must be managed manually as well. The columns are automatically created for each grade book. However, the settings for these columns will have to be adjusted manually as they are now. Validation Widget to Handle Multiple Users The validation widget will be changed to handle the use case of users that receive course grades being enrolled in multiple sections of a course. This scenario is occurring with courses that offer a lecture and a lab section in one offering. The grade book is set up for an offering, but the export to web advisor needs to be section. The validation widget is currently not designed to handle this. The logic behind the validation widget will be change to build the validation logic based on course enrolment, not section enrolment. The widget will display and validate the grades for each user that is enrolled in the course. The validation logic and process to the end user will not change. Export Logic to Handle Lab/Lecture Sections The Grades Export exports grades based on section enrolment. If a user is enrolled in two sections for one offering, the grade for that offering will appear in the export for the same user for both sections. Course offerings that have lab sections combined with lecture 3

5 Grades Export Additional Features - sections will be in this situation. It may be necessary to export a different final grade for the lab section then the lecture section. A new grade item will be added to the grade book for lecture/lab combo courses by a user responsible for setting up the course grade book. This grade item will be named with the prefix of the section codes of the lab. For example: Lecture BIOL-151-S01 BIOL-151-S02 Lab BIOL-151L-S01 BIOL-151L-S02 BIOL-151-S03 BIOL-151L would be the prefix for the lab sections. The grade item would be named LAB BIOL-151L. The export logic will be changed to always look for a grade item that starts with LAB. If one exists, the rest of the name of that grade item would be used to compare with the section name of the grade being exported for. For the above example: Export for a user in BIOL-151-S01 will find the grade item that starts with LAB, but will not use it because the code is BIOL-151L and the section does not start with that code. Export for a user in BIOL-151L-S01 will find the grade item that starts with LAB and will match the code BIOL-151L to the sections code. Therefore the LAB grade will be exported instead of the grade item being exported (i.e. early alert, midterm, final). If a lab grade is NOT entered, and a match on the Grade Item name to the lab section is made, that enrolment will be skipped for export. This means that if you do not want to see a LAB grade for a particular export, simply do not enter a LAB grade, but ensure that the LAB grade item is setup. There is no restriction from a solution stand point on what a valid lab grade is and if this grade should be included in the final grade calculation. This can be controlled by the grade book setup. The lab grade will not be flagged as exported and will not be a separate export. This means that if you re-export a grade that is included in an export and the LAB grade is entered, it will be re-exported as well. It must be tied to an existing export. If a user is enrolled in multiple sections for one offering, and the LAB grade item is not setup, or not configured for the sections that the user is enrolled in, that user will get the same course grade exported for each of the enrolled sections. This solution depends on grade book configuration and standard naming conventions for lab sections in a course. 4