Grades Transfer: Blackboard to ASAP

UTSA has a standing requirement that midterm grades be entered into ASAP for ALL undergraduate students (including Freshmen) and requires that final grades be entered into ASAP for ALL undergraduates and graduate students. All faculty are required to keep their gradebook in Blackboard Learn, which has the capability of automatically transferring ALL passing grades to ASAP. During the 6th week of class and the beginning of final exams, you will receive a notification from the Office of Vice Provost stating midterm or final grades can be entered into ASAP.

Step-by-step Instructions

View short video clips on Automatic Grade Transfer from Blackboard Learn to ASAP:
Print PDF HandoutPRINT IT: Directions for Blackboard to ASAP Grade Transfer.

CALCULATED FINAL GRADE

If you calculate grades in Blackboard Learn and use a Grading Schema to determine the Letter grade, follow the steps below to transfer grades to ASAP:


  1. Go to Grade Center > Full Grade Center to locate the column that has midterm or final grades. Make a note of the column name.

  2.  Create a new column. Click Create Calculated Column, and select Total Column from the dropdown menu.


    full grade center

  3. In the Create Total Column screen:
    For the Column Name, type ASAPMidterm for midterm grades or ASAPFinal for final grades: no spaces and capitalization does not matter. Leave Grade Center Name blank.



  4. Set Primary Display to ‘Letter’ (might be a custom named scheme that you edited) and Secondary Display to ‘None’

     
  5. Scroll to SELECT COLUMNS. Next to Include in Total, click Selected Columns and Categories.
  6. Click on the column name that contains the Midterm or Final grade (you may need to scroll to find it), and use the arrow to move it to Selected Columns. For this example the column name is Weighted Total.

    Select columns

  7. The column name will appear in the Selected Columns box.

    column name

  8. Scroll to OPTIONS. Select No for Include this Column in Grade Center Calculations.

    Column options

  9. Click Submit. Note: The column will be added as the last column in your Grade Center.
  10. Verify the grades in the ASAPMidterm column.
  11. ONLY when you have letter grades finalized and are ready to transfer grades to ASAP, set the grade column as an External Grade column. To do so, click the dropdown menu of the column title and choose Set as External Grade. The grade center column will now have a green check in front of the column name. See the image below in the Summary.

    Set as External Grade

  12. IMPORTANT:F” and “I” grades do not automatically transfer from Blackboard Learn to ASAP. Enter them manually in ASAP.

MANUAL FINAL GRADES

If you want to enter Letter grades manually in Blackboard Learn, then:

Create a column to designate it as midterm or final grade column.

  1. Go to Grade Center > Full Grade Center
  2. In Create Grade Column screen:
    Enter ASAPMidterm for midterm grades or ASAPFinal for final grades as the Column Name: no spaces and capitalization does not matter. Leave Grade Center Name blank.





  3. Set Primary Display to ‘Text’ and Secondary Display to ‘None’, and Points Possible to zero (0).




  4. Scroll to OPTIONS. Select No for Include this Column in Grade Center Calculations.

    column options

  5. Click Submit, and manually enter your grades in the ASAPMidterm or ASAPFinal column. Grades must be capitalized: A, A+, B, C-, etc.

  6. ONLY after you have letter grades finalized and are ready to transfer grades to ASAP, set the grade column as the External Grade column. To do so, click the dropdown menu of the column title and choose Set as External Grade. The grade center column will now have a green check in front of the column name. See the image below in the Summary

    Set as External Grade

  7. IMPORTANT:F” and “I” grades do not automatically transfer from Blackboard Learn to ASAP. Enter them manually in ASAP.


 

SUMMARY:

For the grades to transfer automatically from Blackboard Learn to ASAP, the three criteria listed below must be met:

  1. Column name must be labeled asapmidterm/asapfinal or ASAPFinal (no spaces and can be written in all caps, lower case or combined case). Leave Grade Center Name blank.
  2. The column must have Letter grades (A, A+, A-, B, etc.). If you use a Grading Schema, verify that the Grading Schema is correct for your grading scale. Click for directions about the Grading Schema. If you enter letter grades manually, make sure the letters entered are in CAPS.
  3. The column must be Set as External Grade (green check mark) before the posting deadline. Please do this ONLY when you are ready to transfer Letter grades to ASAP
  4. Once the column is set as the External Grade column, the grades will transfer overnight. Please avoid making changes to grades after midnight.

The column must look as shown below:


or

IMPORTANT NOTES:

  1. Grades only transfer once. After grades transfer, any changes in Blackboard will need to be made manually in ASAP.
  2. If grades exist in ASAP, the grade transfer process will not overwrite grades in ASAP. Please ONLY set the column as External Column when the grades are finalized.
  3. Check ASAP at 8:00 am the day after you set the column as External Grade in Blackboard Learn to verify grades and manually enter any Fs or Is.
  4. Grade Transfers occur overnight after 11:59 pm.

 For further help, contact:
Office of Online Learning

Call - 210-458-4057  | Email - onlinelearning@utsa.edu | MS 1.03.08

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