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From eLC Grade Book to Online Grade Submission: Preparing your CSV File

Many faculty on campus are using the eLC grade book feature. You can download the grade book for your eLC Section and open it on your local computer using Microsoft Excel. Your exported grade book data can be properly formatted and then uploaded to the registrar for grade submission at the end of the semester, which is especially useful if you've used eLC to calculate a final Letter Grade for your students.

The Registrar requires that the grades must be in a specific format, called a CSV or comma-delimited file. CSV stands for comma separated values, and simply means that each piece of data for a record is set apart from the next by a comma. The registrar requires just three pieces of data for each student: Call Number, Student ID Number, and Letter Grade. You may have many more pieces of data for each student in your eLC gradebook, therefore you will have to remove the extra information in Excel before uploading the file to the registrar.

Step One: Download your student data from eLC to a CSV file

  1. From the Teach tab, select Grade Book, then Export to Spreadsheet.
  2. Make sure that you are exporting All columns , Comma-delimited, Unicode (UTF-8)
  3. Click the grey Export button.
  4. The exported file will be named "exportedcourse.csv"
    1. PC Users: You should get a pop-up dialog box asking whether you want to "open or save" the file. Select "open" and proceed to Step Two below.
    2. Macintosh Users: The downloaded file will be in your "Downloads" folder on your computer. Open your Downloads folder and double click on the file named "exportedcourse.csv" and proceed to Step Two below.

Step Two: Open CSV file in Excel and save a backup of your end of semester Grade Book

  1. Your exported Grade Book should now be open in Excel. Because you chose to export the entire Grade Book including all columns, you can now save the file and have a local backup of your Grade Book for the entire semester. When your Grade Book is exported from eLC it is in CSV format, and the default file name is "exportedcourse.csv." Save the file, but give it a name (other than exportedcourse.csv) that has some significance (i.e. ENGL1101-10SP-55555backup.csv). Renaming the file is particularly important if you plan to export more than one grade book since the exported file will always be named "exportedcourse.csv."

    Now you have a backup copy of your entire eLC Grade Book for the semester.


Step Three: Edit the file for submission to the Registrar

  1. Because the Grade Book includes everyone with access to your section, including Instructors/Designers, TAs, etc., you will need to delete any rows that contain users who are not students.



  2. The CSV file you upload to the Registrar should contain only three columns: the UGA Call Number (5 numbers), the student's 810 number (9 numbers), and your final letter grade (2 spaces, a capital letter with the addition of a + or - as you desire). Two of the three columns you need should already be in your file. These include User Num (the Student's 810 Number), and your column that contains the final Letter Grade. (It’s okay if your columns are called something else, so long as the data is correct.) If your section was crosslisted, do not delete the column titled "Cross-Listing Information." Right-click at the top of each of the other columns (Macintosh users, press the control key as you click) and then click delete. This will remove the columns that are not needed by the registrar. Don’t worry, the columns are only being deleted here in the CSV file; they remain available in your eLC course.

    NOTE: If your eLC Section consisted of several sections that were cross-listed, do not delete the column titled "Cross-Listing Information."



  3. You should now have just two (or three) columns in your spreadsheet: User Num, and Letter Grade (and Cross-Listing Information if your section was cross-listed). Click on the letter at the top of a column if you need to move it. Then point to the border of the highlighted column and drag it to the appropriate location.
    1. If your section was NOT cross-listed, add a column for the UGA Call Number. Right click (or alt-click) on the A column and select Insert -> shift columns right. Now you can enter the call number in this new column. If your UGA Call Number for your section is 10SP-55555, then enter 55555 as the call number in the new column and repeat for all the rows of users.

      If your section WAS cross-listed, then you have a column called "Cross-Listing Information." The call number information for each student can be found in that column. Call numbers in eLC are designated in this way "10SP-99999" but the Registrar requests that only the five-digit number appear in the Call Number column, so you'll need to remove the "10SP-" from each call number.

      It's OK to upload data from your cross-listed section with multiple call numbers, as long as you have the correct five-digit call number for each student.



  4. Your columns should be in the following order: Call Num, User Num, Final Grade. Rearrange the columns if necessary. The Registrar does not need titles at the tops of the columns, so the first row of data (column headings) in your spreadsheet must be removed. Point to the number 1 at the beginning of the first row and right-click. Click delete to remove the heading row.



  5. Now, your first row of data should be for your first student.



  6. Finally, save your file as a CSV file, name it something link "finalgradesregistrar-10SP-99999.csv". Excel may ask you if you are sure you want to save your file in this format. If so, click Yes.
  7. Your file is now ready to upload to the Registrar Online Grade Rolls site. See https://webapps.ais.uga.edu/PFGR/index.html for more information about uploading your CSV file to the registrar.