Finalizing Grades in Canvas

You must review a few things before you are ready to process grades to PeopleSoft.

• Are you listed as Instructor of Record in PeopleSoft - you cannot submit grades to PeopleSoft if not!
• Have you set your Canvas course grade scheme? (link to info)
• Do you have someone with an Incomplete? (link to info)
• Have you graded all assignments? Are there students with dashes (-) for an assignment? (link to info)
• Your Canvas course must be published for the process to work!
• Everything ready to go?  Time to Submit Final Grades to PeopleSoft (link to info)

Instructor of Record in PeopleSoft

Due to the new process, final grades may only be submitted by an Instructor of Record for the course. These process changes make keeping the Instructor of Record updated in PeopleSoft, our student information system, a requirement. Failure to do so will result in issues submitting final grades. Please note staff will no longer be able to assist with the inputting of grades into ONE but may continue assisting inside Canvas to ensure accuracy there.  To know if you are listed as an instructor of record of a course, you can log into https://one.ou.edu and see if your course is listed.  If it is not, please contact your Academic Affairs or other staff coordinator in your department to get assistance.

Setting a Grade Scheme

Setting a grade scheme ensures you calculate your grades according to your college/course standards and release it to PeopleSoft. Some colleges will have defined grade schemes for you to choose from. If your college does not, you can create your own. 

Note: In Canvas, a single grade scheme for the course is set under the course Settings. Each Assignment can have a different grade scheme if desired; however, Quizzes only utilize the grade scheme for the course. The Total grade and the one that is imported to PeopleSoft will be subject to the course grade scheme you set under course Settings.

View the article “How do I choose a grade scheme for my Canvas course?” (select a scheme)
View the article "How do I add a grading scheme in a course?" (create a scheme)
View the article "How do I add a grading scheme to an assignment?" (individual scheme for assignment)

About Incompletes: To submit an Incomplete (I) grade through this process, you can use the "Letter Grade with Incomplete" grade scheme, use the Override column to add the "I" for the student.  PeopleSoft will accept the "I" letter grade during the process.  Instructors must still follow the university process by completing the appropriate forms. 

For more information about adding the Override column in Grades and submitting an Incomplete grade, review the "Submitting an I-grade" sub-section of [the Discrepancy Warning section].

Grading all Assignments

Giving a zero or excusing an ungraded assignment is critically important! If a student has not turned in an assignment, it will show as a dash in the assignment column.  ALWAYS mark a "0," or it won't be calculated against their Total grade. If it must be excused and not count against the student's grade, mark it "EX." This is especially important for the ONE process, you want the Canvas Calculated and the Canvas Current grade to match in most instances.

Why is this important?
For example, if a student turned in only one assignment the whole semester and received a 90% for it, and the instructor did not put zeros in for all the other assignments, the student would receive a 90% for a final grade.

How to quickly fix missing assignments in Grades

The fastest way to enter zeros (0) or excused (EX) for missing assignments is to:

1. Click the three dots to the right of the assignment title in Grades and select “Set Default Grade.”
2. Enter a “0” or "EX", and do not check the box to “Overwrite already-entered grades”
3. Click "Set Default Grade"
4. Canvas will then fill in zeros for every student who does not have a grade for that assignment

More information can be found in this article "Entering Scores for Missing and Excused Assignments in Canvas."

How to submit your Canvas grades to PeopleSoft:
Do not initiate this process unless you are ready!

If there are multiple instructors of record, only one person should submit grades for a class.  Please communicate with your fellow faculty members to ensure that you know who is responsible for submitting grades.

1. Navigate to  https://one.ou.edu and log in with your OU credentials.
   1. You should land on the Courses area that will show you the course cards for all courses you are assigned as Instructor of Record or IOR for short, in PeopleSoft.
   2. You will be able to search for your course using the title or PeopleSoft number, you can toggle to hide zero enrollment courses, sort alphanumeric or recently viewed, and change semesters.
2. Locate the course you wish to submit grades for and click on the card.
   1. Now you will be in the courses Overview area.  At the top you will see three tabs, Overview, Enrollment, and Grades.  
3. Click on Grades.
   • 
   • The Grades page will show you a listing of student enrollment by name and Sooner ID.
4. To import grades from the Canvas course, click Import grades from Canvas button on the top right and a new page will load.
   • 
5. The next page will show you the Canvas Current Grade  and Canvas Calculated final grade.  The grades will usually be the same, but there are instances when they will not be and a discrepancy warning will show. (see Discrepancy Warning section for more details)
6. If you are satisfied that your grades imported accurately, click the blue Submit final grades to PS Campus Solutions button. 
7. 
8. The page will refresh and show a green message at the top: (the date and time stamp will change)
   • 
9. If you do not need to change anything, you are done and can log off or repeat the process for other courses.
   • CROSS-LISTED OR COMBINED CANVAS COURSES: You will have to go through the steps above for each of the courses that are cross-listed into a single Canvas course shell.  There is no way to process cross-listed/combined courses with a single click in ONE.
10. You can log into ONE the following day to see the Transcript column marked with the final grades.  
    • When you see grades in the Transcript column, this means they are locked and if you need a grade change the day after you've released final grades, you must follow the Admissions & Records grade change process.

If, at any time, you need assistance, you may submit a request to our support form or you can sign up for a one-on-one consultation.

Discrepancy Warning

There are a few instances when ONE will show a discrepancy warning. Students with the discrepancy will be highlighted in red to match the warning message at the top of the screen. Below is an example of the discrepancy warning.

1. CURRENT KNOWN ISSUE: Dropped students will appear in your ONE list when you import grades and you will get this warning because they may lack a current grade and show an F for calculated grade with no percentage (depending on when they dropped and if they had any submitted work). It will look as if you are submitting a grade for them, but PeopleSoft will not accept the grade because there is not an active/valid enrollment.  We will resolve this issue after the May 13th final grades deadline and update this article when the resolution is in place.
2. Missing scores: If your grades have ungraded assignments shown by the dash in Grades (-), the current and final grade will differ. The current grade is the running total of all graded assignments (Total Column) while the Canvas calculated final grade in ONE is the calculation placing zero scores where there are ungraded assignments. While Canvas is doing this calculation for you for this process, please go back to the Canvas course grades (click the Resolve in Canvas button in the red warning you see) and for any dash (-) you see, mark with zero, excused (EX), or an actual score.  Then come back to ONE and click Refresh Grades at the top.  Your Canvas grades should always be correct and not have this discrepancy in the process.
   1. The student's grade columns will appear like this when you have ungraded items:
   • 
3. Submitting an I grade or rounding up with the Override Grade column: They differ because you are using the Override grade column in Canvas - this is permissible as a quick way to round a score as needed.  You can then just ignore the warning as long as you've verified it's for the student and showing the correct grade.
   1. The student's grade will appear like this when you have imported and Override grade. The OVERRIDE flag will appear for any student you've used this process for:
   • 
     • You must enable the course setting Feature Option first to add the override column to the course and then you can add the feature option for Final Grade Override to Grades. 

Watch a video of the simple (no errors) process (no sound):

If you have issues working through the steps you can contact IT Learning Spaces Canvas support through the following support form: https://link.ou.edu/canvas 

Sign up for a workshop to learn more about the process and ask questions!  All Canvas to ONE - HSC Final Grade workshops can be found on the OU calendar: https://calendar.ou.edu/ouit/all