Tuesday, 27 July 2021, 10:12 PM
Site: Flinders Learning Online
Topic: FLO Staff Support (FLO_Staff_Support)
Glossary: How-to glossary
G

Glossary - main entry

Using the glossary activity in a topic ideally consists of 4 stages, in a looped process.

1. Plan  |  2. Build  |  3. Test  |  4. Administer  | |  Support 

glossary iconGlossaries give students the opportunity to create their own content and are a powerful tool for critical thinking, collaboration and sharing. 

The glossary can also become a legacy or resource for future topics. It is a product that could potentially be converted into a publishable resource (eg create your own textbook).


1. Plan your glossary

The glossary tool enables participants (students) to create and maintain a list of definitions or to collect and organise resources/information. If the glossary auto-linking filter is enabled, entries will be automatically linked where the concept works and/or phrases appear within the topic.

A teacher can allow comments on entries (eg peer review, additional information). Entries can also be rated by teachers or students (peer evaluation). Ratings can be aggregated to form a final grade which is recorded in the Gradebook.

Glossaries have many uses, such as:

  • a collaborative bank of key terms
  • a 'getting to know you' space where new students add their name and key details
  • a 'handy tips' resource of best practice in a practical subject
  • a sharing area of useful videos, images or sound files
  • a revision resource of facts to remember


2. Build your glossary

You have planned your glossary. Now you are ready to set up your glossary. Students will be able to create an entry and add comments (if you choose Yes), but will not be able to rate an entry without further steps (see Glossary - optional settings).

Create a glossary activity
  1. In the topic, click Turn editing on 
     
  2. In the week/module where you want to add the glossary, click Add an activity or resource  


  3. Select Glossary and click Add

  4. Give the glossary a Name and Description

  5. Under Entries, amongst other options you can choose to allow comments (default is No)
    allow comments

  6. Under Appearance, select Display format. There are 7 display formats: 
    • Simple, dictionary style - No authors are displayed and attachments are shown as links
    • Continuous without author - Entries are displayed one after another without any separation apart from the editing icons
    • Full with author - A forum-like display format showing the author's data and with attachments shown as links
    • Full without author - A forum-like display format without authors and with attachments shown as links
    • Encyclopedia - As for "Full with author" but attached images are shown inline
    • Entry list - Concepts are listed as links
    • FAQ - The words QUESTION and ANSWER are appended to the concept and definition respectively  



      Timeline block: Using the 'Expect completed on' date in the Activity completion section will show a date to students in the Timeline block.

  7. Click the Save and display button

  8. Click on the Browse by category tab (1), then the Edit categories button (2). Adding categories to a glossary means you can apply them to entries (and have more than one) which makes for easier searching/navigation
    Clicking on the 'browse by category' tab brings the 'edit categories' button 

  9. Click Add Category, and name your category

    The settings described in this step and the step below.

  10. Use the Automatically link this category drop-down menu to select whether or not you would like to automatically link the category. For more information about auto-linking, see Set up auto-linking in a glossary entry

  11. Click on the Save changes button. Repeat steps 9 & 10 as required (you can also return to this at any time).

  12. The categories you create will allow users the option to browse by the glossary by category
Optional settings

See the following links for more options about using the Glossary activity:



3. Test your glossary

To make sure your glossary works as expected, create a test entry (this can be deleted once you are happy with the result).

Add a glossary entry

  1. Click the Add a new entry button

  2. Fill in the required fields

  3. Click Save changes 

  4. Once your entry has been added, try searching for the entry. In the search box type in the name of your entry

  5. Click search
    search glossary box

  6.  Your entry should now appear. To delete the entry press the trash icon. You can also preview the content by previewing it as a student.


4. Administer your glossary

In order to administer your glossary, you can use a variety of functions (listed below). You can moderate entries, set up ratings, import and export entries.

The export and import items are near the bottom of the list. In this picture they are marked with a red border.Export and import glossary entries

When a topic is rolled over, only the settings are copied over - glossary entries (like most student contributions) are not included. However, you can export the entries from one glossary and import them to another (eg. if you have a glossary of relevant terms/definitions). To do this:

  1. Open the glossary you wish to export entries from

  2. Click on the cog in the top right corner of the glossary tool, and select Export entries

  3. Click the Export entries to file button, and when prompted, save the file.

  4. Open the glossary you wish to import entries into.

  5. Click on the cog in the top right corner of the glossary tool, and select Import entries. Whoever does the importing will be listed as the author of all the imported entries.

  6. Upload the glossary, choose the destination of the imported entries (either the glossary you are in or a new glossary), and tick the import categories box (if needed).

You are advised to request support from your local eLearning support team to do this, as there are some considerations/limitations to this process. For example, the following features cannot be imported:

  • Student-created entries – their names will not come across (a good thing)
  • Comments on entries
  • Unused categories



  Training and support

  Troubleshooting

Support

Contact your local eLearning support team 

Glossary - optional settings

1. Plan  |   2. Build  3. Test   | 4. Administer   | |   Support  

glossary iconThis entry relates to the Glossary activity.

Glossary has some optional settings which you can use, depending on the glossary's purpose and what you want students to do.


Moderate glossary entries before they are published

  1. Edit your glossary's settings


  2. Open the Entries section and, change Approved by default to No



  3. Click Save and display

  4. To moderate glossary entries, view the list of glossary entries, and click on the Waiting approval link in the top right corner of the page.



Set up ratings in a glossary

You may wish students to rate other students' work (peer assess). If making this part of the assessment, you could then view the ratings and determine an overall rating for a student. Glossary entries can be rated using a scale. By default, only teaching staff can rate glossary entries, though students can be given permission to do so if desired (see step 2 below). Any ratings given are recorded in the Gradebook.

If you set up glossaries for rating, the glossary item will automatically appear in the Gradebook. Otherwise, if you want to assess the glossary you will need to manually add it to the Gradebook.

  1. Edit the settings of the glossary you wish to set up ratings for
    click to edit glossary

  2. Under Ratings, check the Roles with permission to rate list. If you want students to rate posts, you will need to add Student to this list. To do this, contact your local eLearning support team 

  3. Set the Aggregate type
    • Average of ratings (default) – useful if there is more than one post/one marker
    • Count of ratings: The number of rated items becomes the final grade. Note that the total cannot exceed the maximum grade for the activity
    • Maximum rating: The highest rating becomes the final grade
    • Minimum rating: The lowest rating becomes the final grade
    • Sum of ratings: All ratings are added together. Note that the total cannot exceed the maximum grade for the activity

  4. Set the Scale Type:
    • If you change the type to Scale, change the scale to Non-graded pass so no Maximum points can be set
    • If you tick the box Restrict ratings to items with dates in this range: you will need to set the dates (From, To)
    • If leave the type as Point, you can set the Maximum points (default is 100)
      Note: You can leave the default at 100, as if you set the weighting of the final grade for this assessment in Gradebook, the grade will be automatically scaled down

  5.   If you tick the box Restrict ratings to items with dates in this range: you will need to set the dates (From, To)
     

  6. Click Save and display


Set up auto-linking in a glossary entry

If the glossary auto-linking filter is enabled, entries will be automatically linked where the concept works and/or phrases appear within the topic.  
These steps must be repeated for each entry for which auto-linking is desired.

  1. Open your glossary and click on the Add a new entry button

  2. Enter the entry's Concept and Definition, along with any relevant Categories, Keywords and Attachments 

  3. Under the Auto-linking heading, enable auto-linking by selecting the check box beside This entry should be automatically linked 
    The Auto-linking section contains one setting   

  4. Click Save changes 

Enable auto-linking in an existing glossary entry

To enable auto-linking in an existing glossary entry, identify the relevant entry in the glossary and select the cog icon to the right of the entry.  Enable auto-linking as in step 3 above.

    select the edit cog beside the relevant entry 

Glossary - troubleshooting

1. Plan  |   2. Build  |  3. Test   | 4. Administer  ||  Support

quiz iconThis entry relates to the Glossary activity.

Questions/problems


Students can't comment on glossary entries

Edit your glossary's settings. Under the Entries heading, make sure Allow comments on entries is set to Yes.

     'Allow comments on entries' is the second to last option in this section. The default option is 'no'.

Gradebook - add a manual grade item

Gradebook iconThis entry relates to the Gradebook.

Manual grade items can be used to record grades for activities that are not undertaken through FLO (eg contribution to tutorial discussion, oral presentation). Most FLO activities you set up will appear in the Gradebook automatically (note that if you set up a forum and want to grade it, you will have to set it to be rated).


Steps

    1. In the Gradebook, click on the Setup tab, then the Gradebook setup link
      Gradebook setup tab
    2. Click on the Add grade item button, which will appear under the list of assessments
      add grade item

    3. Give the item a Name

    4. Set a Maximum grade
      item name and maximum grade

    5. Click the Save changes button 

Gradebook - build and edit a checklist for online marking (advanced grading - assignments & forums)

gradebook icon

This entry relates to the Gradebook.

You can design and use checklists to mark assignments and forums online.

See also Mark using a checklist



Build a checklist

  1. Before you can build a checklist, you need to set up the assignment/forum for online marking using a checklist

  2. Give your checklist a name (required) and description (optional)
    name and description

  3. Add a name for your group in the Click to edit group area
    edit group name

  4. Add a description for your item in the Click to edit item area
    edit item

  5. To add more items, click the +Add item button
    add item button

  6. To add more groups, click the +Add group button
    add group button

  7. Select options for your checklist
    checklist options

  8. Click the Save checklist and make it ready button


Edit a checklist

To edit a checklist (prior to opening the assignment for submissions):

  1. Open the activity

  2. Select Advanced grading from the Actions menu cog
 Advanced grading

  1. On the Advanced grading page, click Edit the current form definition
    Text

Description automatically generated 

  2. Once you have finished making changes, click the Save button


Student view

Students can view the checklist (Grading criteria) before they submit their assignment on the Submission status screen:

checklist student view

Gradebook - build and edit a marking guide for online marking (advanced grading - assignments & forums)

gradebook icon

This entry relates to the Gradebook.

You can design and use marking guides to mark assignments and forums online.

See also Mark using a marking guide


Build a marking guide

  1. Before you can build a marking guide, you need to set up the assignment or forum for online marking using a marking guide

  2. Give your marking guide a name (required) and a description (optional)
    name and description

  3. Add a name for the criterion in the Click to edit criterion name area
    edit criterion name

  4.  Add a description for students – type in the Click to edit area. You can also add a description for the markers (if required)
    description for students

  5. Allocate a mark for the criterion, type a number into the Click to edit area for Maximum score
    maximum score

  6. Click the Add criterion button to add extra criterion
    add criterion

  7. Move your criterion up and down using the arrows, or delete (x)
    move or delete

  8. At Frequently used comments, type in the Click to edit area to enter a comment, then click the +Add frequently used comments button until you have finished entering the comments you want markers to use
    frequently used comments

  9. Select options for your marking guide
    marking guide options

  10. Click the Save marking guide and make it ready button



Edit a marking guide (prior to opening the assignment for submissions)

  1. Open the activity
  2. Select Advanced grading from the Actions menu cog

3. On the Advanced grading page, click Edit the current form definition
4. Once you have finished making changes, click the Save button




Student view

Students can view the marking guide (Grading criteria) before they submit their assignment on the Submission status screen:

student view of marking guide

Gradebook - build and edit a rubric for online marking (advanced grading - assignments & forums)

gradebook icon

This entry relates to the Gradebook.

You can design and use rubrics to mark assignments and forums online. 

See also Mark using a rubric


Build a rubric

  1. Before you can build a rubric, you need to set up the assignment/forum for online marking using a rubric

  2. Give your rubric a name (required) and a description (optional)
    name and description

  3. Add criterion in the Click to edit criterion area
    Add criterion

  4. Add performance standards in the Click to edit level areas
    add performance standard

  5. To add more performance standards, click the Add level button
    add more performance standards

  6. Add marks per performance standard – click the points areas
    add marks per performance standard

  7. To add extra criterion, click the Add criterion button
    Add criterion button

  8. Move your criterion up and down using the arrows, or delete (x). You can copy a criterion (with performance standard and marks) via the duplicate icon – the copy will appear at the end of the list
    move and duplicate criterion

  9. Select options for your rubric
    Rubric options

  10. Click the Save rubric and make it ready button




Edit a rubric

  1. Open the activity

  2. Select Advanced grading from the Actions menu cog
    advanced grading menu

  3. On the Advanced grading page, click Edit the current form definition
    edit the current form definition

  4. Once you have finished making changes, click the Save button


Student view

Students can view the rubric (Grading criteria) before they submit their assignment on the Submission status screen:

student view of rubric

Gradebook - calculate the topic total using weightings (simple)

 

Gradebook iconThis entry relates to the Gradebook.

Many Gradebooks can be set up quickly and easily using weightings. Weightings state how much each activity contributes to the topic's total, allowing FLO to automatically calculate the total for you.

Weightings are best used when they replicate the percentages in the Statement of Assessment Methods (SAM). For example an assignment worth 20% of the final mark would have a weighing of 20.

Important notice: Grades published in FLO are not official until they appear in the Student System. Find out more information about final results.


Steps

  1. In the Gradebook, click on the Setup tab, then the Gradebook setup link
    Gradebook setup tab
  2. In the Weights box next to each item, specify the percentage weight for each activity. For example, if Assessment 1 is worth 20%, put 20 in the Weight column
    enter weights for each item

    You can ignore the Max Grade column - FLO will automatically take the maximum grade into account when determining the total mark.

  3. If an activity doesn't contribute to the topic total, give it a weighting of 0

    This assignment has a weighting of zero.
  4. Click the Save changes button

Gradebook - calculate the topic total when students have a choice of assessments (advanced)

Grades iconThis entry relates to the Gradebook.

Note: This page assumes you know how weightings are used in the Gradebook. If you are not sure how weightings work, first check out our guide on calculating a topic total using weightings.

In some topics, students may have a choice between multiple assessments, or may only receive marks for the highest of a group of assessments (eg the best 8 out of 10 weekly quizzes).

Important notice: Grades published in FLO are not official until they appear in the Student System. More information about final results

Steps

  1. On the Gradebook setup page, click on the Add category button, which appears under the list of assessments.

  2. Give the category a name, and change the aggregation method to Simple weighted mean of grades.
    The boxes to enter the category name and aggregation method are each marked with a red border, as well as the show more link.

  3. Click on the Show more link.

  4. In the Keep the highest box, enter the number of assessments that you want to contribute to the final grade. For example, if there were three activities and you wanted the best two to count towards the final grade, you would enter '2'

    Enter the number of assignments that will be calculated

  5. Click on the Save changes button

  6. To move the grade items into the newly created category, select the check box next to the far right of the items (1) and use the Move selected items to menu (2) to move the items into the category you just created.

    Move items into a category

  7. Finally, add a weighting for the category that matches the percentage listed in the Statement of Assessment Methods (SAM). There is no need to add weightings for each activity in the category, as the aggregation method will automatically give each activity an equal weighting


    FLO will now automatically calculate a grade based on the parameters you entered.

Note: If your gradebook is more advanced than this, please contact your eLearning support team.

Gradebook - change the formatting of grades

grades iconThis entry relates to the Gradebook.

This page has instructions on changing how grades are formatted and styled in the Gradebook. It is the partner page to Gradebook setup - changing the layout of grades.

 


Hide/show marks

Note: The steps below do not apply to quizzes. There is a separate process for quizzes.

  1. In the Gradebook, click on the Setup tab, then the Gradebook setup link 
    Gradebook setup tab

  2. For the item you wish to hide, select the Edit link to the right of the assignment and then click the Hide/Show link. This closes the eye and greys out the assignment
    click the hide/show icon

  3. To show a hidden assignment, repeat steps 2 and 3. There will be one slight difference: the Hide option will be replaced with a Show option instead.


Show numerical marks as a letter grade

  1. In the Gradebook, click on the Setup tab, then the Gradebook setup link
    gradebook setup

  2. For the item you wish to change, click the Edit link to the right of the assignment and select Edit settings
    click the edit settings icon

  3. Click the Show more… link to see advanced settings
    Show more link

  4. Change Grade display type to Letter
    set grade display type to letter

  5. Click the Save changes button


Set a passing mark/gradeThe passing grade is shaded green. The failing grade is shaded red.

When a passing grade is set, marks are coloured depending on whether they pass or fail. Any mark at or above the passing grade is coloured green, while any mark below the passing grade is coloured red.

The 'Grade to pass' field also integrates with topic completion, and can be used as a pass mark for assignments, requiring students to resubmit until they've achieved a pass mark.

  1. In the Gradebook, click on the Setup tab, then the Gradebook setup link
    Gradebok setup tab

  2. For the item you wish to change, click the Edit link to the right of the assignment and select Edit settings


  3. Select the Show more... link within the Category total section

  4. Enter the passing mark in the Grade to pass field. Do not enter the percentage – enter the numerical mark that students have to get
    type a value into 'grade to pass'

  5. Click the Save changes button

Gradebook - change the layout of grades

Gradebook iconThis relates to the Gradebook.

This page has instructions on changing how grades are ordered in the gradebook. It is the partner page to Gradebook setup - changing the formatting of grades.


Change the order of items in the gradebook

  1. In the gradebook, click on the Setup tab, then the Gradebook setup link.
    Gradebook setup tab

  2. Click on the arrow icon to the left of the activity you want to move.
    The assessments are in the order of 1, 3, 2. The arrow for assessment 2 is marked in this image with a red rectangle.
  3. A gap will appear between each activity. Click on the area where you want the activity to move to.


  4. The activity will now appear in that location.



Group activities into categories to improve navigation

Categories can be used to group similar items together, such as weekly quizzes or assessments that don't contribute to the topic total. Categories can also be used to calculate a grade when some of a group of assessments contribute to the topic total (e.g. the highest 3 out of 5 quizzes)

  1. In the gradebook, click on the Setup tab, then the Gradebook setup link.
    Gradebook setup tab

  2. Click on the Add category button, which will appear under the list of assessments.

  3. Give the category a name, and click on the Save changes button.

  4. To move grade items into the newly created category, select the check box next to the far right of the item (1) and use the Move selected items to menu (2) to move the items into the category you just created.

    Move items into a category

Gradebook - check the Gradebook is accurate

Grades iconThis entry relates to the Gradebook.

We strongly recommend that you check the Gradebook to make sure students only see what they are meant to, and that the topic total is calculating correctly. You may choose to do this at different times over the semester, depending on when grades are released in your topic.


Preview grades as a student would see them

  1. Go to the Navigation menu and click on Grades
    The navigation menu is on the left side of the page. 'Grades' is the fifth item in the list

  2. Click the User report link
    view tab

  3. Select a student from the dropdown menu on the right, making sure that View report as is set to 'user'

    Select a student from the menu, and view report as user

    This will display the grades for that student, as the student can see them (i.e. if a grade is hidden, it will not appear on this page).

  4. To also view hidden grades, open the View report as menu and select 'myself'


Check that the topic total is correct

Important notice: Grades published in FLO are not official until they appear in the Student Information SystemMore information about final results

If you are not sure that the topic total is calculating correctly, we recommend manually calculating the total using either a calculator or Microsoft Excel (pick the one you are most comfortable with).

As the semester progresses, you can check against results that your students have received. If you need to check more assignments than the ones that have currently been marked you can ask the eLearning support team to add a demo student to your topic, whom you can mark in advance.

If you would like someone else to check your calculations, you can also contact your eLearning support team.

Gradebook - export grades

Grades iconThis entry relates to the Gradebook.

You may need to export grades from the gradebook to finalise grades for exam board or to make manual changes.


Steps

  1. Locate the Navigation menu, and select grades

    grades

  2. Click the Export tab, then select  Excel spreadsheet
    export tab

  3. If you only need to download certain gradebook columns, untick the columns that you don't need
    only tick the assesment grades that you need to export

  4. To include feedback, open the Export format options section and tick the Include feedback in export box.


  5. Click the Download button

Gradebook - Holding grade column

Grades iconThis entry relates to the Gradebook.

The holding grade column in gradebook is used to indicate the status of grades that are yet to be finalised, when grades are submitted to exam board. The grades applied in this column are:

I Incomplete
F/A Failed – Academic Supplementary Assessment
FCP Failed Compulsory Part
I/M Deferred Medical Assessment
(managed by the College Student Administration Services teams)

If you would like clarification about these grades, contact your college SAS team.



Holding grade column

Follow these instructions or watch the video below:


There should be a video above this box about the holding grade column. If you cannot see the video, please log in to FLO.



Setting up FLO to use the holding grade column (turning on quick feedback)

The holding grade column will be added to your FLO site, but you may need to make a small change to the gradebook to record incomplete (I) grades, which also need the date that students are expected to have all work submitted by. To do this you will need to turn on the quick feedback setting:

  1. Open grades, go to the Setup tab, then click on then Preferences: Grader report
    the link appears under the row of tabs on the right hand side

  2. Either scroll to the bottom of the page or collapse the top 2 sections until you find the General section. Set Show quick feedback to Yes.


    This setting will apply across all of your topics – past, present and future. It will not affect the view of other people and will remain on unless you turn it off.

  3. You should also check the Aggregation position setting. This setting controls where the topic total column displays in your gradebook. Ideally this should be next to the holding grade column. Remaining on the preferences page, click on the Show more... link

  4. New settings will now appear, one being for the aggregation position. Make sure it is set to Report default (First).


    Like quick feedback, this setting will apply across all of your topics, and remain set unless you change it.

  5. Click the blue Save changes button.



Using the holding grade column

  1. Holding grades are best entered from the grader report.

  2. As the majority of students who need a holding grade will have a similar range of grades, you may find it easier to sort your gradebook by the topic total. Click the arrows alongside the column name. Click once to sort from highest to lowest and click again to sort lowest to highest  


  3. The holding grade should be next to the topic total. If it is missing contact your college's SAS team.

    To enter a holding grade, click into the cell of the student who requires a holding grade. A dropdown menu (marked in red, left) and text space (marked in blue, right) will appear. First, choose the appropriate grade from the dropdown menu.


  4. If you have entered an “I” grade also enter the date when the grade will be finalised. To do this, click into the text space, enter the date, then press the Enter key to save the date.

    Note that the date will seemingly disappear, as only the grade will display. If you click back to the cell you can confirm the date has been saved.

  5. If you have more than one page of students make sure that you check all the pages.



Check you have entered all of the grades

You can check that you have entered a date for all I grades:

  1.  Click on the pencil icon in the column heading to take you to the single view page.


  2. The single view page will show the holding grade for the entire class. You can make further changes on this page.

  3. Click on the save button to save your changes. You will then see a confirmation screen showing you the changes that were saved.

  4. Click the Grader report link to return to the spreadsheet like view.
    The grader report is in the row of links underneath the tabs. It is the first link on the left.

Gradebook - lock the Gradebook

Grades iconThis entry relates to the Gradebook.

Important notice: Grades published in FLO are not official until they appear in the Student Information System. More information about final results

Activities are locked in the gradebook to stop grades from being altered. When an activity is locked it is impossible to enter or change a grade. This has two main purposes:

  1. It is often used by professional staff around exam board, to prevent changes while grades are externally reviewed and transferred into Student Management
  2. It is used as a defacto cut-off date for University-wide activities like the academic integrity quiz, Library World and Pre-Place - these activities don't have a traditional due date, so locking the grades stops late submissions from being recorded in the topic

Steps

  1. In the Gradebook, click on the Setup tab, then the Gradebook setup link
    gradebook setup

  2. For the item you wish to change, click the Edit link to the right of the assignment and select Edit settings

    click the edit settings icon

  3. Tick the Locked box
    The 'Locked' box has been ticked to prevent changes from appearing in FLO

  4. Alternatively, if you click on the Show more... link, you can set a date when the activity should be locked. However, it is important that you do not have both options in use simultaneously

  5. Click the Save changes button.
If you need to unlock the Gradebook, follow the above steps but untick the locked box.

    Gradebook - main entry

    The Gradebook is linked to all assessment activities in FLO. Using the Gradebook in a topic ideally consists of 5 stages, in a looped process.

    The Gradebook collects assessment items that have been graded from the various parts of FLO and allows you to view them, sort them into categories and calculate a final grade (topic total). When you add a graded activity to a topic, the Gradebook automatically creates space for the grades it will produce and automatically adds the grades when they are generated.

    Each topic requires someone to calculate the final grade, which for many topics will be a simple process. The Gradebook also has several options to control what students can and can't see in the gradebook.

    Good practice guides and tip sheets

    Good practice guides and tip sheets have been developed to support quality in both curriculum design and teaching practice. Good practice guides provide a pedagogical overview and tip sheets provide you with practical strategies and ideas for implementation. Links to gradebook-related resources are provided below. 

    Using gradebook


      Setting up the Gradebook

      All grades recorded in FLO through an activity (eg assignments, quizzes) will appear automatically in the Gradebook.

      You can control if/how students see grades in your topic.

      You can also control how the Gradebook is laid out.

      Sometimes grades need to be entered in FLO without being tied to an activity.


      Setting up the topic total

      In most cases, setting up the Gradebook will be a simple matter of setting weightings that match the Statement of Assessment Methods (SAM).

      With more complex gradebooks you might:

      If your Gradebook is more complex than this, contact your eLearning support team for support.

      Checking your calculations

      It is vitally important that the Gradebook is checked for accuracy.


      Grading students' work

      Grading students' work should be done from inside the related activity wherever possible.

      Assignments and Forums can be marked using Advanced grading features (rubrics, marking guides, and rubrics):

      However, on some occasions it is easier to enter grades directly into FLO (e.g. for assessments that don't have an online component, like participation marks).

      Warning: Wherever possible it is better to enter grades through the activity instead of in the gradebook. Any grade entered in the Gradebook will always override a grade entered through the activity – regardless if you meant it to or not.


      Finalising grades for the semester

      Important notice: Grades published in FLO are not official until they appear in the Student Information System. Find out more information about final results.

      At the end of the semester the final marks will need to be imported into Student Management. 


        Training and support

        Troubleshooting

      Training

      Support

      eLearning support teams

      You may have one of the following issues:


      Gradebook - manually grade students

      Grades iconThis entry relates to the Gradebook.

      Note: Wherever possible it is better to enter grades through the activity instead of in the gradebook. Any grade entered in the Gradebook will always override a grade entered through the activity – regardless if you want it to or not.

      Entering grades via the Gradebook should only be done when there is no related activity in FLO (eg participation marks, in-class presentations).


      Manually import grades from an Excel file

      Before recording the marks, it can be very helpful to first export a copy of the gradebook to enter the grades into. This will make it much easier to import the grades.

      1. In Excel, open the spreadsheet containing the grades

      2. Select File, then either Save as or Save a Copy (different options appear depending if the file is in OneDrive or not)

      3. Change the file type to CSV (comma delimited), and save the file
        save as type csv (comma delimited)

      4. In the FLO gradebook, click the Import tab, and the CSV file link.
        im

      5. Use the Choose a file… button to browse for the CSV file, or drag and drop the file into the upload area

      6. Click the Upload grades button

      7. Confirm that the grades appear on the screen correctly

      8. You now need to match data in your CSV file to data in the Gradebook. Under Identify user by, select a column in your CSV file (map from) that matches a column in FLO (map to). If you are using a file exported from FLO, you can set both Map from and Map to as FAN

        map from fan and map to fan

      9. Next you need to match the grades in your CSV file to a column in FLO. Under Grade item mappings, for each column you wish to import / update, select a destination column in the Gradebook. It is a good idea to only map the columns you have changed in Excel

        map assignment 1 column in spreadsheet to assignment 1 column in gradebook

      10. Click Upload grades


      Manually enter a grade into the Gradebook

      1. Enter the Gradebook by clicking on the grades link in the Navigation menu

        navigation menu

        By default, the Gradebook will open to the Grader report view, which displays a table of all students and all graded activities (in large topics the grader report might display over several pages)
        grader report tab

      2. Click on the cell corresponding to the student and the grade item. The cell will change to an editable area. Enter the grade

      3. Press the Enter key to save the grade change. The cell will change colour to show that the grade was successfully entered
        The top mark came from an activity and has a white background. The lower mark was added manually and has a yellow background.

      Gradebook - mark in FLO using a rubric, marking guide or checklist (assignments & forums)

      gradebook icon

      This entry relates to the Gradebook.

      If you set up a marking guide, rubric or checklist (an advanced grading feedback form) when you created an assignment or forum, you can mark using the feedback form online (in FLO).

      See also Annotate (mark) student assignments in FLO (online) for how to mark student submissions using online annotation tools.


      Open the feedback form

      In an assignment
      1. On the Grading summary page, and either:
        • click the View all submissions button and then click on the Grade button for a particular student; or
        • click the Grade button to grade the first student in the list of submissions

      2. The feedback form will appear on the right side of the page in the Grade section – enlarge the feedback form by clicking the Zoom in/out of region icon
        zoom in and out of region
      In a forum
      1. Open the forum and click on the Grade users button

      2. The feedback form will appear on the right side of the page



      Mark using a marking guide

      1. Follow the above steps in the open the feedback form section

      2. Click in the text box underneath the criterion to type any comments and/or click the Insert frequently used comment button if comments were set up when building the marking guide
        comment in marking guide

      3. Click in the grade box to provide a mark for the criterion

        grade for criterion

      4. Continue including comments and a grade for all criterion

      5. Save your changes



      Mark using a rubric

      1. Follow the above steps in the open the feedback form section

      2. Click on the relevant performance standard for each criterion, they will appear in green

        rubric description

      3. Click in the text box at the end of the criterion to type any comments

        rubric - insert comment

      4. Save your changes



      Mark using a checklist

      1. Follow the above steps in the open the feedback form section

      2. The checklist will be made up of items in a group/s. Click on an item (it will appear in green) and enter any comments in the comments box
        checklist - click and enter comments

      3. Continue until all relevant items in the group/s are selected and comments entered
        checklist - complete

      4. At the end of each group of items, you can provide overall comments. Group points are shown underneath the comments box
        overall comments

      5. Save your changes

      Gradebook - Results Processing Utility Tool (RPUT)

      Grades iconThis entry relates to the Gradebook.

      The Results Processing Utility Tool (RPUT) removes much of the manual processing required to transfer student marks and grades from the Gradebook to the Student Information System, automating the VLOOKUP and rounding routines.


      Installation

      1. Open IDS Support Portal from your desktop shortcut or Start Menu

      2. Select Install Software

      3. Select ‘Results Processing Utility Tool’ from the list

      4. Click install


      Using the tool

      1. Export the gradesheet from FLO and the Marksheet from Student Management. Both should be .csv files.
      2. Drag and drop both files onto the main window.


        The tool transfers grades and marks from the Gradebook into the Marksheet based on the following set of rules

        • Marks are mapped from Gradebook's Topic total (Real) column to Marksheet's Mark column
        • Grades are mapped from Gradebook's Holding Grade (Real) column to Marksheet's Grade column
        • Marks are rounded to a whole number (ensuring .5 values always round up)
        • Dashes (-) are converted to an empty value
        • Empty values are left as-is
        • Grades will be transferred from the Gradebook Holding Grade (Real) column, if it exists and contain one of these (exact) values: I, F/A, I/M, FCP. All other values are ignored.
        The (Real) suffix is automatically added to column headings when the Gradebook is exported.

        RPUT will never overwrite existing values in the SIS Marksheet.

      3. RPUT will produce a new Marksheet .csv with Grade & Mark columns populated from the Gradebook.

        The new .csv is saved in a processed folder relative to the source SIS file with _PROCESSED added to the file name (e.g. COMP101_S2.csv will produce a new file named COMP101_S2_PROCESSED.csv).

      Gradebook - set up a feedback template for offline or online marking (assignments & forums)

      gradebook icon

      This entry relates to the Gradebook.

      Marking guides (or rubrics, checklists, feedback forms) address the assessment criteria and standards of performance. The topic coordinator may provide a marking guide in an assignment or forum.

      When marking an assignment, you can use either an offline or online marking guide. When marking a forum, you can use one of the online marking guides.

      Offline marking options

      Online marking options

      Good practice guides and tip sheets

      Good practice guides and tip sheets have been developed to support quality in both curriculum design and teaching practice. Good practice guides provide a pedagogical overview and tip sheets provide you with practical strategies and ideas for implementation. Links to assessment-related resources are provided below. 

      Inspirational and engaged teaching

       


      Set up an assignment for offline marking using a feedback template

      Uploading a feedback template (usually a Word document) will allow you (later, during the marking process) to download a zip folder containing a copy of the marking guide for each student with the correct naming convention to be uploaded back into the assignment. FLO refers to these as feedback files. You will then be able to complete the feedback file (marking guide/rubric etc) for each student, zip up all feedback files and return to FLO in a one-step process.

      1. Create an assignment (Turn editing on > Add an activity or resource > Assignment)

      2. On the settings page, look for the Feedback template option (under Feedback types)

      3. Click Add to upload a file, and select the file on your computer. Alternatively, you can drag the file from your computer onto the file upload box

        assignment - feedback template dropbox

      4. Click Save and display

       


      Set up an assignment/forum for online marking using advanced grading

      First, you need to decide which advanced grading method best suits your needs – a marking guide, rubric or checklist (see examples below). You can experiment with all of them, but once you have set up one type you will lose the settings you created if you switch to another type (ie you will have to build the new one from scratch).


      Set up – all options (marking guide / rubric / checklist)

      In an assignment

      1. Create an assignment (Turn editing on > Add an activity or resource > Assignment)

      2. Open the Grade settings section,

      3. Choose ChecklistMarking guide or Rubric from the Grading method menu 

      4. Click Save and display

      5. Click the cog in the top-right corner of the screen, and select Advanced grading

      6. On the Advanced grading page, select Define a new grading form from scratch

        define new grading form

      In a forum

      1. Create a forum (Turn editing on > Add an activity or resource > Assignment)

      2. Open the Whole forum grading section

      3. Choose point or scale from the Grade menu

      4. Choose Checklist, Marking guide or Rubric from the Grading method menu

      5. Click Save and display

      6. Click the cog in the top-right corner of the screen, and select Advanced grading

      7. Select Define a new grading form from scratch
        define new grading form




      Marking guide example

      A marking guide allows for a comment and score against each criterion. The score is determined based on marker discretion, out of a maximum score for each criterion. You can also set up frequently used comments. Build a marking guide

      demonstration

       


      Rubric example

      A rubric allows for a number of performance standards, a score and a comment for each criterion. The score is prescribed based on the performance standard reached. Build a rubric

      rubric example

       


      Checklist example

      A checklist allows for a series of items (ie criterion) and point values for each. The maximum value of the checklist is equal to the sum of all items. Students are awarded either all or no points for each item. Build a checklist

      Checklist example