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Webroster Tool for Instructors

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Webroster and D2L

Final grades in your D2L gradebook can now be automatically imported into Webroster, the UA's online grade submission program. While the import process itself is relatively simple, you will first need to make sure that your D2L Gradebook is setup correctly in order to calculate your final grades correctly. This can be a difficult task, so please read the rest of this page and it may also be helpful to visit the Grades tool page as well. If you do not find your answers in these pages then please send an email at D2L@email.arizona.edu or call at 520.626.6804. Please keep in mind there are only 3 D2L Support Staff available to assist you so please plan accordingly.

Only the Grade from the Final Adjusted Grade column will be carried over into Webroster, so please, be extremely careful about rounding grades. The percentage or symbol under Scheme is not used by Webroster. See the illustration below:

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Connecting to Webroster from Off Campus

If you will be accessing Webroster from a computer that is off campus, you will need to establish a virtual private network (VPN) first. This process takes approximately 5 minutes. The instructions and the free software download can be found on UITS's Site License website.

You will need to enable a VPN connection each time you use Webroster from off campus. If you have questions about this process, visit UITS's FAQ Page.

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Preparing Your Final Grades In D2L

Preparing your final grades for the import involves:

  • Making sure that your grade scheme is correct
  • Recalculating the Calculated Final Grades
  • Transferring Calculated Final Grades to Adjusted Final Grades

Below are step-by-step instructions for each of these parts.

  1. The standard UA grade scheme is as follows:

    A 90 - 100+%
    B 80 - 89%
    C 70 - 79%
    D 60 - 69%
    E 0 - 59%

    If you are using this grade scheme, proceed to Step 2.

    If your final grade scheme is something other than the standard you will need to Create a New Grade Scheme and assign it to the Adjusted Final Grade properties in Manage Grades.

  2. Click the Enter Grades icon located to the right of the Final Grades item.
  3. Click Recalculate All, located near the top of the screen.

  4. Make sure that Calculated Final Grade is selected and click Calculate.

  5. Click Calculate on the next window that opens. This window should contain a list of all of your grade items.
  6. Click Save on the warning screen that opens.

  7. After clicking Save, wait for D2L to process the information.
  8. Click Save to save your changes.
  9. Click Transfer All located near the top of the screen

  10. Click Save on the warning screen that opens.

  11. After clicking Save, wait for D2L to process the information.
  12. Click Save to save your changes.
  13. Make any desired changes to students' Adjusted Grades. It is at this point that you should round up students' scores so that they receive the proper letter grade. A 79.9% is a "C" unless the score is rounded up in the Adjusted Final Grade column.
  14. Click Save to save your changes.

Additional Notes for Preparing Your D2L Grades:

I. Empty cells in Final Adjusted Grades are skipped during the import process

If nothing is entered in Final Adjusted Grades, or if students' scores are removed from this column leaving empty cells, no grade will be sent to Webroster for those students.

II. Number of decimals and the Default Scheme (Percentage)

If you are using the Default Scheme (Percentage) for the Final Adjusted Grade, the percentage shown on the Scheme column may not reflect accuratelly the Final Adjusted Grade being sent to WebRoster due to D2L's rounding issue. This is observed when using a larger number of decimals on Adjusted Grade than the number defined on Grades Settings -> Org Unit Display Options.
For example:

If you set the number of decimals to 2 inside Grades Settings -> Org Unit Display Options,

and use 3 or more decimals in the Final Adjusted Grade, D2L rounds the scheme symbol (percentage) up for the interval xx.995 to xx.999. In other words, a score of 79.994 will be displayed as 79.99%, but a score of 79.995 will be rounded up to 80% as the scheme's value. This means C will be sent to WebRoster even though a B is shown in the Sheme Column in D2L. Remember on the Grade column is what is sent to WebRoster.

 

To summarize:

  • The D2L - Webroster integration does not round.
  • Webroster uses the scores in Final Adjusted Grades, and not the percentages in Schemes unless you create your own Scheme and Apply it to the Final Adjusted Grade.
  • The Decimals Displayed setting in Grades Settings -> Org Unit Display Options does not affect the real value that is sent to Webroster, only how grades are displayed in D2L.
  • To have scores rounded in Webroster, build a new grade Scheme. (see how to create it)

Again, if you encounter any problems while preparing your D2L gradebook, or if you would like assistance, please send us an email at D2L@email.arizona.edu or give us a call at 520.626.6804. Please keep in mind there are only 3 D2L Support Staff available to assist you so please plan accordingly.

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Importing Grades from D2L to Webroster After You Have Prepared Them

 

  1. Login to Webroster Class Rosters using your UA NetID.
  2. Select from the dropdown menu the term that you will be importing to, and then click the "Begin" button.


    Term selection

    You will be able to change or re-select terms on the following screen as well.

  3. Select the course that you will be importing grades to by clicking on the "Select" link on the left of the course/section name. All crosslisted sections will be grouped together. If you are teaching a course that is co-convened with another course, you will need to complete the import for each course separately.
  4. Click "Import Grades from D2L" to begin the import. Please Note: This option is only available when the final grading function is turned on at the end of a semester.

  5. Click OK on the warning box that opens. D2L will overwrite any grades that you may have selected in Webroster by hand. The import will not overwrite any grades that have been recorded in the Student Information System. For example, a grade of W will not be overwritten.

    If, after clicking Import Grades from D2L in Webroster, you are unable to import grades, please contact the D2L Support Team by sending a problem report. A support person will respond as soon as possible, even during the weekend of May 16th - 17th.

  6. If your import is successful, a green Success message will appear near the top of the screen and you will see the appropriate grades bubbled in on the class roster.

  7. Your grades should now be saved in Webroster. We HIGHLY RECOMMEND going through and checking over the grades that were imported to ensure accuracy.
  8. Unfortunately, the system does not know how to assign a grade if a student is registered for Pass/Fail. The import will try to assign a letter grade, but it will not be accepted because a letter grade is not an option. After completing your import, you will need to go back and individually assign the appropriate grade for these students.

  9. Before submitting your grades, please see Submitting Grades in Webroster section below.

If you encounter any problems with your import, or if you would like assistance, please do not hesitate to contact us.

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Submitting Grades in Webroster

CLICKING SUBMIT IS A PERMANENT ACTION. IF YOU FIND ANY INCORRECT GRADES AFTER YOU HAVE SUBMITTED THEM, THEY CAN ONLY BE CHANGED BY SUBMITTING A CHANGE OF GRADE FORM. GRADES CANNOT BE CHANGED ONLINE AFTER THEY HAVE BEEN SUBMITTED.

PLEASE DOUBLE AND TRIPLE CHECK YOUR GRADES BEFORE SUBMITTING.

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Webroster Error Messages

  • Course Does Not Exist

    If your course does not exist in D2L you will receive the following error message:

    Click Click here to continue roster load to return to your original classlist. If you believe that you have received this message in error, you will need to contact either D2L Support at D2L@email.arizona.edu or your trained Webroster Department Contact.

  • No Enrollments

    If your class is crosslisted with other sections, you may receive the following error message:

    This error occurs if there are no students enrolled in a section. This is okay. You can still import the grades for the sections that have enrollments. To continue, click Click here to continue roster load. This will take you back to your class roster and you should be able to see the selected grades from your import.

  • Student Not Found

    If there are students enrolled in your D2L course that are not on the official Webroster Class Roster, you may receive the following error message:

    You can still continue with the import by clicking Click here to continue roster load. You will then need to contact your trained Webroster Department Contact.

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Webroster Questions

If you have questions that are specific to Webroster, you will need to contact your trained Webroster Department Contact. If you are uncertain who the Contact for your department is, please refer to the Department Contact List.

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