Return marks by file upload

Owned by Ian Shaw (Unlicensed)
Last updated: Jan 27, 2020Version comment
6 min read

This page describes how to return unapproved class marks to the student record system by uploading a file.


 Contents...

Overview

There are three methods for delivering marks to the marks return system:

  • uploading a .csv file with specified headings
  • pulling the marks from the Myplace gradebook
  • typing the marks directly into the screens

Below are instructions for delivering marks to the marks return system by uploading a file.


Ensure you understand the system

Before you begin a marks return, please ensure you have thoroughly read Managing Returns and have performed each step in Preparation for a Return.

Two methods for uploading a .csv file

There are two methods for creating a .csv file that can be uploaded to the marks return system:

  1. Use a spreadsheet you already have, ensuring the relevant columns are named correctly and saving it as a .csv (comma delimited) file.  The marks return system will ignore any columns it doesn't need or recognise so there is no need to delete them.
  2. Download a spreadsheet from the marks return system, fill in the marks and then upload it.

The two methods are explained in more detail below.


Using your own file

Step 1 - Ensure you have all the information required

In order to use your own spreadsheet, it must contain a minimum of three columns which contain the following pieces of information:

  1. the student's registration number
  2. their mark
  3. any applicable mark codes of the four available at the point of marks return


Available Mark Codes in a Marks Return

The student record system will only accept four mark codes via a marks return.  All other codes must be taken to the exam board in person.  The accepted codes are:

  • Absent -  ABS
  • Exempt from Final Assessment -  EX
  • Extension -  EN
  • Fail Overall -  FO

Step 2 - Ensure the columns are named correctly

The required columns are described below with the required column names in bold:

  • student registration number - registrationno
  • mark - mark
  • mark code - markcode



registrationno, mark, markcode

Please be sure to include all three columns, even if one of them is entirely blank.

All headings must be lowercase.

Take care not to introduce any extra spaces or tabs before or after the headings, or in the middle - 'registration_no', 'mark_code' - this will cause the upload to fail with a 'coding error'.



Step 3 - Save the file as a .csv

Click 'File' then 'Save As'.

Select a location to save the file.

Give the file a name.

In the dropdown 'save as type' box select CSV (Comma delimited).


Step 4 - Go to the marks return system

Log-in to Myplace

Click on Marks return admin in the 'Electronic marks return' block on the left of the screen


Step 5 - Check whether a return has been started for the class

Check the marks return admin screen to see whether a return has already been started for the class.  You can do this by searching for the class code in the search boxes at the top.




If a return has been started, under Actions, select Edit.


If a return has not been started, select the class code from the dropdown list, and click Add new.  Then give the return a name (see Naming Conventions in Preparation for a Return) and click Save.


Step 6 - Upload the file

From the buttons at the bottom of the screen, click Import.


Drag and drop your .csv file into the window then click Save changes.



Step 7 - Note any errors

If you have tried to upload marks for students who are not registered for the class, you will be notified via a message at the top of the class return screen.  Make a note of the students who are not registered for the class and ensure they complete the registration process.



Step 8 - Check and transfer

Check that you are happy with your marks return.

If you are ready to send it to the student record, click Transfer to student records.  You can update or edit a marks return at any point up until the cut-off date/time, which is three hours before the exam board.

If you are not ready to send your return to the student record, click Save and then Close.




Downloading a spreadsheet from the marks return system

Step 1 - Go to the marks return system

Log-in to Myplace

Click on Marks return admin in the 'Electronic marks return' block on the left of the screen



Step 2 - Check whether a return has been started for the class

Check the marks return admin screen to see whether a return has already been started for the class.  You can do this by searching for the class code in the search boxes at the top.


If a return has been started, under Actions, select Edit.


If a return has not been started, select the class code from the dropdown list, and click Add new.  Then give the return a name (see Naming Conventions in Preparation for a Return) and click Save.


Step 3 - Export the file

Using the buttons at the bottom of the screen, click Export.

Save the file generated as a .csv (comma delimited) file.


Step 4 - Enter the marks and mark codes

Enter the marks and mark codes into the file and then save it, ensuring it is still in the .csv (comma delimited) format.



Step 5 - Upload the file

From the buttons at the bottom of the screen, click Import.


Drag and drop your .csv file into the window then click S ave changes.


Step 6 - Check and transfer

Check that you are happy with your marks return.

If you are ready to send it to the student record, click Transfer to student records.  You can update or edit a marks return at any point up until the cut-off date/time, which is three hours before the exam board.  

If you are not ready to send your return to the student record, click Save and then Close.


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