What do you want to do?

• navigate student records
• edit student records
• changing the cross-listed course for a student
• edit an entire column
• enter grades
  • editing or entering assignment grades
  • viewing assignment submission and grading status
• export midterm and final grades
• override Calculated and Letter Grades
• view statistics for a column
• deny/allow student access to a course
• change the status of a student
• change a student's password
• sort records by a particular column
• list a subset of students
• list all students
• download student records
• search student records
• copy student records and paste them into another tool
• delete students from a course
• show the update log

Navigating Student Records | Top

If you have limited the number of records per page, the entire class does not appear in the student list. You can easily navigate through student records by using the following techniques:

• To navigate between the student list pages, click (previous page) or (next page) above the class list.
• To go to a specific part of the list, select the range of records you want to view from the Page drop-down list above the class list.
• To view all the records on one screen without resetting Records Per Page, from the Page drop-down list, select All.

Editing Student Records | Top

You can edit student records. Note: If the student is in a cross-listed course and depending on administrator settings, you can edit the Enrolled Course column and change the course in which the student was originally enrolled.

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. From the Students table, in the leftmost column, click the student record that you want to edit. The Edit Record screen appears.
3. Different column types call for different editing methods, as outlined below:
   • To edit Alphanumeric and Numeric columns, edit the information in the text box.
   • To edit Selection Box columns, select items from the drop-down list.
   • To edit Letter Grade or Calculated columns, click Override (see Overriding Calculated and Letter Grades).
   • To edit Text columns, click Create (if no information has been added) or click View. A new browser window opens.
   • To edit Quiz columns, click Submissions. For details on editing quizzes, see Grading Quizzes.
   • To change the student's password, click Change password. For more information, see Change a student's password.
   • To deny (or allow) course access to the student, click Deny Access (or Allow Access). For more information, see Student Access.
   • To change the status of the student, click Make inactive (or Make active). For more information, see Changing the status of a student.
4. Click Update. The Manage Students screen appears.

Note: The User ID field cannot be edited.

Changing the Cross-Listed Course for a Student | Top

Note: Depending on administrator settings, this feature may not be available.

You can change the cross-listed course in which a student is originally enrolled. For more information, see Cross-listed courses. Important: The student must be a member of at least one course. If you want to delete the student from the course, see Delete Students from a Course.

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. From the Student table, in the leftmost column, click the student record that you want to edit. The Edit Record screen appears.
3. From the Enrolled Courses column, select the course(s) to which you want to add the student. Note: You can also keep the student in the course in which they were originally enrolled.
4. Click Update. The Manage Students screen appears.

Editing an Entire Column or Entering Grades | Top

You can enter information for all of the students in your course by editing columns. This feature is particularly useful for manually entering grades for the entire class. Note: This option is available only for Alphanumeric, Numeric, and Selection Box columns. See Calculated, Letter Grade, and Text for instructions on editing other types of columns. Quiz and User ID columns cannot be edited at all.

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. In the Student table, under the column name, click Edit. The Edit Column Values screen appears.
3. In the text boxes, enter new information for each student.
4. Click Update. The Manage Students screen appears and the column is updated.

Editing or Entering Assignment Grades | Top

You can enter or edit assignment grades in Manage Students. Assignment grades may be assigned to students who have either submitted or not submitted the due assignment.

Note: You cannot enter assignment grades when:

• assignment due date has not passed
• availability Cutoff Date is set to Unlimited
• assignment has been deleted

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. In the Student table, under the assignment column, click Edit. The Edit Column Values screen appears.
3. In the text boxes enter assignment grades for students who have either:
   • submitted the due assignment
   • not submitted the due assignment.
   Note: You can view student assignment submissions and grade status
4. Click Update. The Manage Student screen appears.

Viewing Assignment Submission and Grading Status | Top

You can view the students who have either Submitted or Not Submitted a due assignment. You can also see whether the due assignment has been Graded or Not Graded.

Note: You cannot view assignment submission and grading status when the:

• assignment due date has not passed
• availability Cutoff Date is set to Unlimited
• assignment has been deleted

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. In the Student table, under the assignment column, click Submissions. The Submissions screen appears.
3. To view a subset of records, under Organize: Submissions, in the text box, enter the number of records to display per page and click Update. The Submissions screen refreshes.
• To view the next page, click
• To view the previous page, click
• To view all pages, from the Page drop-down list, select All.
4. Under the Status column you can view the following student status types:
• Not Submitted, when a student has not submitted an assignment before the specified due date.
• Not Graded, when a student has submitted an assignment before the specified due date but has not been assigned a grade.
• Graded, when the assignment has been assigned a grade.
  

Exporting Midterm and Final Grades | Top

Depending on administrator settings, this feature may not be available.

• Grades can only be exported once per student.
• A grade that has been pending for more than 30 minutes can be exported again.
• If you experience difficulties exporting a grade, check with your administrator.

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. Under Actions, from the Options: Advanced drop-down list, select Export midterm grades or Export final grades and click Go. The Export Grades screen appears.
3. Select the students whose grades you want to export:
   • To select all students, in the table heading row, select the check box.
   • To select specific students, select each student.
4. Click Export midterm grades or Export final grades. A confirmation screen appears. Note: You can only export grades once per student.
5. Click OK. A confirmation screen appears.

Overriding Calculated and Letter Grades | Top

You can manually override the grades in Calculated and Letter Grade columns. The grade for that student is then displayed in gray, rather than black, to show that it the calculated grade has been changed.

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. In the Student table, in the leftmost column, click the student record you want to change. The Edit Record screen appears.
3. At the top of the Letter Grade or Calculated column, click Override. The Letter Grade Override or Calculation Override screen appears.
4. Enter the new grade.
• For calculated columns, set a new formula for the student's grade. Click Update. The Edit Record screen appears. For more information, see Calculated columns.
• For letter grade columns, in the text box, enter the new grade. Click Override. The Edit Record screen appears.

Note: The formula or grade that you enter applies only to the student record you are editing. Other student records remain unchanged.

5. Click Update. The Manage Student screen appears and the grade is updated.

Viewing Column Statistics | Top

You can view an overview of statistics and histograms for Numeric, Quiz, Assignment, Letter Grade, and Calculated columns from the Manage Students screen.

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. In the Student table, below the column name, click Graph. The Distribution screen appears.
• The top of the page displays the number of records used for the statistics, as well as the maximum mark achieved, the minimum mark, the mean and the median marks. The graph only takes into account the listed students, so it is possible to get a graph of a subset of student records before clicking Graph.
• The lower part of the frame displays a histogram of the mark distribution. Below the histogram you can press Fewer Bars to narrow the range of the individual columns, or More Bars to widen the range.
3. To return to the Student table, in the breadcrumbs, click Manage Students.

Related topic: Modifying Column Attributes

Student Access | Top

You can deny and allow students access to your course at any time. This feature is particularly useful when you are making changes to your course and want to temporarily disallow students from accessing it.

Denying access | Top

The following procedure denies all students access to your course. If you want to deny access to a group of students, list a subset of students first. You can also deny access to one student at a time by editing the student's record. Note: Denying access to students does not delete any student information. To permanently remove students from your course, you must delete their records. Also, you cannot deny access to inactive users.

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. Under Actions, from the Options: Advanced drop-down list, select Deny students access, and click Go. The Confirm Deny Access screen appears.
3. Click Deny Access. The Manage Students screen appears and the student UserIDs are now followed by an asterisk indicating that they have been denied access to the course.

You may want to remove students with denied access from the Student table. Note: Depending on administrator settings, this option may not be available.

To hide access denied users:

1. Under Actions, from the Organize drop-down list, select Change settings, and click Go. The Settings screen appears.
2. Under Access denied users, select Hide access denied users and click Update. The Manage Students screen appears.

Allowing access | Top

The following procedure allows all students access to your course. If you want to allow access for a group of students, list a subset of students first. You can also allow access for one student at a time by editing the student's record. If access denied users are hidden from the Student table, depending on administrator settings, you may need to replace them before you can allow them access to the course.

To show access denied users:

1. Under Actions, from the Organize drop-down list, select Change settings, and click Go. The Settings screen appears.
2. Under Access denied users, select Show access denied users and click Update. The Manage Students screen appears.

To allow access:

1. Under Actions, from the Options:Advanced drop-down list, select Allow students access and click Go. The Confirm Allow Access screen appears.
2. Click Allow Access. The Manage Students screen appears.

Changing the status of a student| Top

The following procedure changes the status of all students in your course. If you want to change the status of a group of students, list a subset of students first. You can also change the status of one student at a time by editing the student's record. Note: Depending on administrator settings, this option may not be available.

Changing the status to inactive | Top

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. Under Actions, from the Options: Advanced drop-down list, select Make students inactive and click Go. The Manage Students screen appears. Note: Inactive students are indicated in the table by a tilde(˜) immediately following their UserID.

You may want to remove inactive students from the Student table. Note: Depending on administrator settings, this option may not be available.

To hide inactive users:

1. Under Actions, from the Organize drop-down list, select Change settings, and click Go. The Settings screen appears.
2. Under Inactive users, select Hide inactive users and click Update. The Manage Students screen appears.

Changing the status to active | Top

If inactive students are hidden from the Student table, depending on administrator settings, you may need to replace them before you can change their status.

To show inactive users:

1. Under Actions, from the Organize drop-down list, select Change settings, and click Go. The Settings screen appears.
2. Under Inactive users, select Show inactive users and click Update. The Manage Students screen appears.

To change the status:

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. Under Actions, from the Options: Advanced drop-down list, select Make students active and click Go. The Manage Students screen appears.

Changing a Student's Password   | Top

Depending on administrator settings, you may be able to change your students' passwords. If this is the case, a Change Password button is displayed under the student's record on the Edit Record screen.

Before you change a student's password, WebCT recommends you notify the student. If you change a student’s password while the student is logged in to WebCT Campus Edition, the student will be logged out immediately and forced to log in again using the new password.

Warning: Changing the student passwords for your course also changes the student's myWebCT passwords that they use to access other WebCT courses. Inform your student that their password for all WebCT courses has changed.

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. In the Student table, in the leftmost column, click the student record you want to change. The Edit Record screen appears.
3. Click Change Password. The Change Password screen appears.
4. In the text boxes, enter and confirm the new password. Click Update. The Edit Record screen appears and the student's password is updated.

If your students forget their passwords and you do not have the ability to change passwords, inform your students that they need to contact the WebCT administrator. The administrator can provide them with new passwords. Note: You cannot change student passwords by deleting and then recreating student records.

Sorting Student Records | Top

The Student table may be sorted by a column or a combination of columns. For example, you can sort student records so they appear in alphabetical order according to surname. You can then sort the alphabetical surname list alphabetically by first name. This would be sorting by two columns.

Sorting by a single column | Top

• From the Student table, click the column heading at the top of the column you want to use to sort the records. The screen refreshes and the column that you sorted now displays a sort icon next to the column heading.

Sorting by two or more columns | Top

When sorting by multiple columns, sort the least important columns first.

1. From the Student table, click the least important column heading at the top of the column you want to use to sort the records. The screen refreshes and the column that you selected now displays the sort icon next to the column heading.
2. From the Student table, click each of the next most important column headings in sequence.
3. From the Student table, click the most important column heading. The screen refreshes and the last column that you selected now displays the sort icon next to the column heading.

Listing a Subset of Students | Top

Use the View some students tool to select individual records from a list of students. This tool is useful when the set of students to be selected cannot be easily extracted with a search, or if you want to omit a portion of the records returned by a search.

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. Under Actions, from the Options:Records drop-down list, select View some students, and click Go. The Select Students screen appears.
3. Select the students you want to list, and click View. The Manage Students screen appears, listing only the selected students.

Listing all students | Top

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. Under Actions, from the Options:Records drop-down list, select View all students and click Go. The Manage Students screen appears listing all students.

Downloading the Student table | Top

Note: In Calculated and Letter Grade columns, the calculated value is downloaded, not the formula.

1. From the Control Panel, click Manage Course, and click Manage Students. The Manage Students screen appears.
2. Under Actions, from the Options:Records drop-down list, select Download and click Go. The Download Student Records screen appears.
3. Select a Record separator from the drop-down list and click Download. Your computer's file download screen appears, prompting you to save the file on your computer. Note: You will not be prompted for a field separator in this step if you have selected a default field separator.

Searching Student Records | Top

For large classes it is sometimes useful to view the records of a particular set of students, based on information contained in the students' records. For example, you may want to see all students with grades below 70 for a particular assignment. Such information may be extracted by searching student records. If you want to manually select student records, see List a subset of students.

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. Under Actions, from the Options:Records drop-down list, select Search records , and click Go. The Search Student Records screen appears.
3. Choose your search parameters:
   1. From the Search drop-down list, select the group of students to be searched.
   2. From the Criteria drop-down list, select the column to be searched.
   3. From the Comparison drop-down list, select one of the following:

   Comparison Term	Description
   Not blank	The specified column has information in it.
   Greater than	Searches columns with numerical information. Numbers in the specified column are greater than the number entered in the Value text box.
   Contains	Text or numbers in the specified column must match any part of the text or numbers entered in the Value text box.
   Blank	The specified column is empty.
   After	Searches columns with alphabetical information. Text in the specified column must start with words/letters that occur alphabetically after the words/letters entered in the Value text box.
   Before	Searches columns containing alphabetical information. Words in the specified column must start with words/letters that occur alphabetically before the word/letter entered in the Value text box.
   Equals	Content of the specified column must match exactly with the text or numbers entered in the Value text box.
   Starts with	Text in the specified column must start with the letter entered in the Value text box.
   Ends with	Text in the specified column must end with the letter entered in the Value text box.
   Less than	Searches columns with numerical information. Numbers in the specified column must be smaller than the number entered in the Value text box.

   4. In the Value text box, enter the words or numbers to be searched.
4. Click Search. The Manage Students screen appears listing only the retrieved students.

Copying and Pasting Student Records | Top

You can copy a list of student records and paste them into Discussions, Mail, and Track Students. For example, you could list students with low grades, copy the records, and then paste them into a Mail message encouraging them to seek tutorial help, or paste them into a new Discussions topic. You could also paste these records into Student Tracking to see how often the students have accessed the course.

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. List a subset of students or search student records.
3. Under Actions, from the Options:Records drop-down list, select Copy records, and click Go. A confirmation message appears.
4. Click OK. These student records can now be retrieved by clicking Paste records in either Discussions, Mail or Student Tracking.

Note: Selecting Paste records from the Options: Records drop-down list will retrieve the records from the clipboard and update the student listing accordingly.

Deleting Students from a Course | Top

Warning: Deleting a student removes their access privileges to the course. For cross-listed courses, deleting a student removes their access privileges to all courses in the cross-listed set.

Note: Depending on administrator settings, this option may not be available.

Deleting one student at a time | Top

1. From the Control Panel, click Manage Course, and then click Manage Students. The Manage Students screen appears.
2. In the Student table, click the student record you want to delete. The Edit Record screen appears.
3. Click Delete. A warning message appears.
4. Click OK. A final warning message appears.
5. Click OK. The Manage Students screen appears and the student is deleted from your course.

Deleting more than one student at a time | Top

1. In Manage Students, from the Options: Records drop-down list, select View some students, and click Go. The Select Students screen appears.
2. Select the students that you want to delete, and click View. The Manage Students screen appears, listing only the selected students.
3. From the Options: Advanced drop-down list, select Delete shown records, and click Go. The Confirm Deletion screen appears.
4. Click Delete. The Manage Students screen appears and the selected students are deleted.

Deleting all students | Top

1. In Manage Students, from the Options: Advanced drop-down list, select Delete all records, and click Go. A warning message appears.
2. Click OK. A final warning message appears.
3. Click OK. The Manage Students screen appears and all students are deleted from your course.

Showing the Update Log | Top

If the records of students and teaching assistants in your course have been modified due to updates to the global database, the Show Update Log screen appears when you access Manage Students.

The Show Update Log screen contains two tables, one for updates to students and one for updates to teaching assistants. Updates are listed in chronological order.

You can also access the Show Update Log screen from the Manage Students screen:

1. Under Actions, from the Organize drop-down list, select Show update log.
2. Click Go. The Show Update Log screen appears.

To clear the log:

1. From the Show Update Log screen, click Clear Log. A warning message appears.
2. Click OK. The Show Update Log refreshes and the log is cleared.

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