How to Process and Release Test Grades to Students for Medical School

1. After a TEST (quiz or exam), consolidate the grade columns of the Standard and Extended versions of the test.

• • Select ‘Grade Center’

  • Select ‘Full Grade Center’

  • Find the TWO test Columns - the Standard test version and the Extended test version grades

  • Transfer the grades of the students who took the Extended version to the Standard test version grade column

    • • Just like an Excel spreadsheet, click on the blank cell of the student and input the grade >> Press 'Enter'

  • Once all of the grades have been transferred to the Standard test version, you can start obtaining the test grade statistics

2. Obtain the grade statistics from Blackboard.

• • Click the double down arrow next to the name of the test

  • Choose ‘Column Statistics’. This will give you the Average and the Standard Deviation.

  • Process your TEST statistics

    • • Average (Mean) = XX.X and Standard Deviation = XX.X

        • # of SD from mean = X (i.e., how many SD from the mean is still passing - this is usually 1.5 or 2 SDs below the Average score.

      • Passing Grade = XX.X

        • • Multiply the SD by the number of SDs your course uses to determine the passing grade 

          • Subtract this value from the Average to get the passing grade.

          • If your course has a fixed test score for passing (e.g. 70), note that as the passing grade.

      • Marginal Grade = XX.X - YY.Y

        • • Marginal grades are the bottom 5% of all passing grades.

          • Multiply the number of students who obtained a passing grade with 0.05

          • This will give you the number of students who passed who should get a marginal grade

        • Please write these down! 

3. Create TEST LETTER GRADE column in Grade Center

• • The Test Column has already been automatically made in the Grade Center.

  • Create the TEST LETTER GRADE column for the quiz or exam.

    • • Click on Create Column

      • Complete the Create Grade Column form

        • • Column Name: Provide a name for the column - e.g. Quiz # or Exam # Letter Grade

          • Grade Center Display Name: If you would like a different name displayed for the column, enter it here.

          • Description: Enter a description for the column, if desired. We strongly suggest adding a short description in order for the students to fully understand their grade - e.g. This is your shelf exam report for Molecules & Cells.

          • Select grade format and points possible.

            • • Primary Display: Choose Text DO NOT CHOOSE LETTER! 

          • Points Possible: Enter '0'

          • Options: 

            • • Include this Column in Grade Center Calculations: Choose 'Yes'

              • Show this Column to Students: Choose 'No'

              • Show Statistics (average and median) for this column to Students in My Grades: Choose 'Yes'

          • Click Submit when you are finished.

  • OPTIONAL: You can add additional columns if you need to. HOWEVER, PLEASE KEEP YOUR GRADE CENTER SIMPLE. ONLY CREATE COLUMNS THAT ARE ABSOLUTELY CRITICAL!

4. Download the Excel file from the Grade Center

• • In Grade Center, hover over ‘Work Offline’

  • Select ‘Download’

  • Review the Screen Options:

    • • 1: Data

        • • Select Data to Download: select ‘Full Grade Center’

      • 2: Options

        • • Keep the following options:

            • • Delimiter type = Tab

              • Include Hidden Information = No

      • 3: Save Location

        • • Download Location: select ‘My Computer’

          • Select Submit

          • Select Download button

          • Save the file in your computer.

5. Open the downloaded file using Excel

• • Open up the downloaded file using Excel

  • In Excel go to ‘File’ then ‘Open’

  • In the pop-up window, select the file you just downloaded from Blackboard.

    • • Note: If you get a format warning while opening the file, select ‘Yes’ to ignore it and open the file.

6. Process the Excel file, containing grades data.

• • Sort the file by USERNAME. This prevents problems with sorting by last name issues - e.g. O'Connor

  • Students who failed the test will be assigned an F; students who were marginal will be assigned an M; students who passed will be assigned a P.

    • NOTE: In Excel the column headings that were downloaded from the Grade Center CANNOT be edited. Blackboard includes in each column heading name a numeric identifier that is required by Blackboard, e.g. Column Heading: Test Quiz 1 | 7450. DO NOT REMOVE THESE!

  • Save the file after you finish, and click Yes when it gives your format warning message

7. Upload the EXCEL FILE (XLS) back to Blackboard

• • Hover your cursor over the Work Offline on the Grade Center page, and click Upload. 

  • Click Browse to search for the file and Open it.

  • Leave the Delimiter Type set to the default selection, Auto.

  • Click Submit to upload the selected file. 

  • Review the list of data from the file to be uploaded. 

    • • Use the check boxes to de-select any data to be excluded from the upload. 

      • Using this method, it is possible to upload only the desired columns of data from the file. 

  • Review the Data Preview Column to ensure the correct data is being uploaded. 

    • • Data that appears incorrect can denote an improperly formatted file. 

      • The Data Preview will only show a sample of the data in each column in the file. 

      • Note: Large files take significant time to process and a warning message will be displayed for any files that need extra time to process. To avoid long processing times, break up large files into separate uploads. 

  • Click Submit to confirm and upload the file. 

8. Add "Feedback to User" to those who received an M or an F

• • Add a comment or feedback to the student by finding that student and hovering over their letter grade. A double down (chevron) arrow will appear and choose 'Add Comments'.

  • Add your feedback/comment in the box 'Feedback to User' appropriate to an M or F grade ONLY (e.g. "You have received a grade of M / F on this test. Please contact Dr. X at your earliest convenience to review your performance." 

  • You have to do it one at a time until all of the M and F students have received a comment. 

    • There will be NO indication in the Grade Center whether the student has a comment or not. You just have to remember who has one.

    • STUDENTS WHO PASSED THE TEST DO NOT NEED COMMENTS. If you want to do it, you may but you have to do it one by one.

9. Release (UNHIDE) the Test Column(s) to your Students (USERS)

• • Go to Columns you would like your students to see - i.e. FINAL_COURSE_GRADE column and FINAL_LETTER_GRADE column

  • Click on double chevron (double down arrows) next to the column name

  • Select 'Show/Hide to Users'

  • Note: The RED SLASH sign will disappear

10. Send an email to: GradesYear1and2@mssm.edu

• • This is an address used only by the administrative folks who need to see test and course grades. You do not have to send individual e-mails to Student Affairs, OCS, Registrar, etc.

  • The email should include:

    • • A message that you have uploaded the test grade and has released them to your students

      • The test statistics - Average, Standard Deviation, Marginal range, Passing Grade

      • NO FILE SHOULD BE ATTACHED TO THIS EMAIL

11. Send an email to: MSSM2017@mssm.edu or MSSM2016@mssm.edu

• • The email should include:

    • • A message that you have uploaded the test grade and has released them to your students

      • The test statistics - Average, Standard Deviation, Marginal range, Passing Grade

  • We also strongly suggest that you place this as an ANNOUNCEMENT in your course.

12. What happens AFTER you submit?

• • Student Affairs has a special tool to see the grades in Blackboard

  • The Registrar staff has a special tool to see the grades in Blackboard

Important Additional Notes

• • This reporting process must be repeated each time a test (exam) is completed.

• A change in grade for a student who remediates a course must be communicated to GradesYear1and2@mssm.edu email address.

  • If a student drops out of a course during the semester, the student is automatically deleted from the student roster and from any subsequent Excel file generated.