Recording assessment in SITS using Excel and Turnitin
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1 Recording assessment in SITS using Excel and Turnitin Using Excel functions to speed up recording assessments in SITS This document looks at how Excel can be used to semiautomate the process of recording assessment in SITS. Rather than manually typing the mark into the SITS SAS screen, this document looks at how to use Excel and studentcentral grade centre to prepare a spreadsheet to upload all marks for an assessment into SITS in one step. Talk to your Learning Technology Adviser before implementing any of the processes mentioned in this document. Last updated Faye Brockwell May 2018 This document and other Information Services documents are held online on our website:
2 University of Brighton Information Services Contents Overview of processes for recording assessment in SITS... 3 Process for recording assessment using Excel and studentcentral Grade Centre... 4 How to do it Gather data needed for the process Grade Centre download (one Grade Centre column only) Grade Centre download (multiple grade centre columns) SITS SAS screen spreadsheet... 8 Prep SITS SAS Excel Spreadsheet Sort the spreadsheet Marks lookup... 9 Import Excel sheet into SITS SAS screen Page 2 May 2017
3 Overview of processes for recording assessment in SITS Manual Process Process using Excel (without Grade Centre) Process using Excel with Grade Centre Produce list of students being assessed Print hardcopy list from SITS SAS screen Export SITS SAS screen to Excel Export SITS SAS screen to Excel Record marks on the list in prep for input into SITS Write marks on printed hardcopy list Type marks on Excel spreadsheet Download Marks from Grade Centre to Excel Excel pulls mark from Grade Centre spreadsheet to SITS spreadsheet Input marks into SITS Manually enter mark into SITS SAS screen Import Excel spreadsheet into SITS SAS screen Import Excel spreadsheet into SITS SAS screen Page 3
4 University of Brighton Information Services Process for recording assessment using Excel and studentcentral Grade Centre 1. Marks put into Grade Centre emarking using Turnitin updates Grade centre automatically. Each submission point = 1 column OR Other blackboard assesment tools feed into Grade Centre OR Marks recorded directly in Grade Centre 2. Gather data needed for the process Check Grade Centre (e.g. for missing marks) THEN Download studentcentral Grade Centre data for that assessment AND Export SITS SAS screen to Excel (list of students for that assessment) 3. Pull marks into SITS SAS Excel sheet Use Excel VLOOKUP to pull mark from Grade Centre download to SITS SAS Excel sheet 4. Import Excel sheet into SITS SAS screen. Benefits Improves turnaround time as once marks are in Grade Centre admin staff can control the process. Saves time for academic staff as they avoid multiple rekeying of data. Reduces margin for error. Schools using this process will be in a better position when it is possible to fully automate the transfer of marks from Grade Centre to SITS, as Grade Centre will probably already be in a state that will facilitate automation. Page 4 May 2017
5 Points to remember It must be clear which Grade Centre columns are for which assessment. Naming submission points in line with SITS naming conventions for assessment could make it easier to identify the correct submission points. In some schools admin staff set up submission points to facilitate this. Using Turnitin for emarking, multiple submission points result in multiple grade centre columns. This needs to be consolidated in Grade Centre before downloading to Excel. Learning Technology Advisers work with schools to do this. Before downloading Grade Centre, check for missing marks and follow up. Page 5
6 University of Brighton Information Services How to do it... Gather data needed for the process Grade Centre download (one Grade Centre column only) 1 In studentcentral, go to the Full Grade Centre for the module. Where Turnitin has been used, each column in the grade centre represents a submission point. 2 Check that column containing the marks has no missing entries. This could be: o Late submissions (sometimes shown in another column for the late submission point) o Failed submissions (the mark for that student may need to be set to 0 in Grade Centre before you can proceed with the download) 3 Click on the Work Offline button and choose Download. 4 Click on the radio button to download only a Selected column. 5 In the drop-down choose the column for that assessment. 6 Click on Submit. 7 Click Download. Page 6 May 2017
7 8 Click to open the file with Excel (Mac users will need to save the file and then open it). 9 Sort by column D (Student ID) in ascending order. 10 Check again that the marks column (column G) has no missing or invalid entries (e.g. filter that column to show blanks) Grade Centre download (multiple grade centre columns) 1 In studentcentral, go to the Full Grade Centre for the module. Where Turnitin has been used, each column in the grade centre represents a submission point. 2 Click on the Work Offline button and choose Download. 3 Click on the radio button to download the Full Grade Centre. 4 Click on Submit. 5 Click Download. 6 Click to open the file with Excel (Mac users will need to save the file and then open it). 7 Insert a new column to the right of column F. 8 In the new column G, us the following formula to merge all columns into one grade: Page 7
8 University of Brighton Information Services a. In cell G2, formula for row 2. E.g. if 3 submission point columns are in columns H, J and K, the function would read =H2+J2+K2 b. Autofill the formula down column G. 9 Check that the new column G has no missing or invalid entries (e.g. filter that column to show blanks) 10 Sort by column D (student number) in ascending order SITS SAS screen spreadsheet See Registry s Preparation for Assessment training documentation for SAS export instructions. The SITS SAS screen download looks like this: Prep SITS SAS Excel Spreadsheet Sort the spreadsheet 1 Sort the SAS spreadsheet by column P. This will make it easier to compare the SITS sheet to the Grade Centre sheet when checking Page 8 May 2017
9 3.2.2 Marks lookup You build a formula into column J on the SITS SAS sheet that: takes the student number from column P uses it to find the corresponding row for that student on the Grade Centre sheet pulls the mark from that row on the Grade Centre sheet back into column J on the SITS SAS sheet For this to work the Grade Centre sheet must be sorted in ascending order on column D (student number). There are video demonstrations on staffcentral of how to build the VLOOKUP on both a Windows PC and a Mac: The formula would look like this: =VLOOKUP(P2,'[Tii Grade centre download.xlsx]sheetname'!$d:$g,4,false) Where: P2 is the student number for row 2 '[Tii Grade centre download.xlsx]sheetname'!$d:$g tells Excel to look in columns D to G in the Tii Grade Centre Download sheet o [Tii Grade centre download.xlsx] indicates the file name of your gradecentre download (so unless you ve renamed it, it may be a very long filename) o Sheetname is the name of the worksheet within your Grade Centre download sheet (so unless you ve renamed it, it may be very long and similar to gc_hc132_year_2017_fullgc_2017-) o $D:$G indicates the columns in the Grade Centre download sheet starting at column D, which contains the student number, through to whichever column contains your marks. In the case of single column downloads, this will be G, but if you ve downloaded the full grade centre this may be a different column letter 4 specifies which column in the area selected on the Grade Centre sheet (columns D to G in our example above) contains the student marks. In the case of single column downloads, this will be 4, as column G is the 4 th column of the selected area D to G, but if you ve downloaded the full grade centre this will be a different number. Eg if your marks are in column I, this would be the 6 th column in the selected area D to I. FALSE specifies that Excel should only pull back results where an exact match has been found for the student number. Page 9
10 University of Brighton Information Services Import Excel sheet into SITS SAS screen. See Registry s Preparation for Assessment training documentation for how to do this. Page 10 May 2017
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