Microsoft Excel XP/X

Gradebook: Phase 6: Submitting Electronic Grades

After all the grades are determined, they must be submitted to the Registrar's Office. This can be done through email with submission codes.

Transferring the Results to the Registrar's Office
Finding Your Email Grade Submission Codes
Submitting Your Grades
- Copying Information from Excel
- Pasting & Sending a Message

Transferring the Results to the Registrar's Office

In order to submit grades to the Registrar's Office, you will need the email names or University ID numbers of each student and the final grades. If you are using a commercial gradebook program, we suggest you still export the information to a text file and then put that text file into an Excel worksheet for easy manipulation.

There are two formats for submitting grades: the ID followed by grade or email name followed by grade (refer to the handout from the Registrar's Office, Formatting the Email Grade Submission, for details).

Finding Your Email Grade Submission Codes

In order to submit your grades, you must have the Email Grade Submission codes available through BLUGOLD. To access BLUGOLD, you will need your PIN number. The BLUGOLD system is accessible from most machines with UW-Eau Claire Standard Software programs, as well as any computer that has Internet Explorer or Netscape. You can access BLUGOLD on Windows computers via the Bridge-Unisys Mainframe program or on any computer via the UWEC Web.

The following instructions cover submitting grades via email. Information for changing grades is available from the Registrar's office.

To find your email grade submission code:

NOTES:
When accessing the Bridge-Unisys Mainframe program from campus, use [F12] to transmit instead of [Enter] or [return].
If at any time your machine begins beeping or you cannot type, press [ESC].

Connect to the BLUGOLD System on any computer via the UWEC Web, or on Windows computers via the Bridge-Unisys Mainframe
To sign on, in the first text box, type your username or social security number
Press [Tab]
In the second text box, type your PIN number and press [Enter], [return], or [F12]
To view Course Information, type 2 and press [Enter], [return], or [F12]
To select Select/Change Semesters, type 1 and press [Enter], [return], or [F12]
To select the semester, type the letter or number of the proper semester and press [Enter], [return], or [F12]
To select Instructor Email Grade Submission Codes, type 9 and press [Enter], [return], or [F12]
Carefully copy your submission codes
Use caution to protect this information.
To exit the BLUGOLD system, type X and press [Enter], [return], or [F12]
To exit the Bridge program, from the File menu, select Exit
You are disconnected from BLUGOLD.

Submitting Your Grades

Submitting your grades is a two-step process. The first step is copying information from Excel. The second step is pasting and sending a message in Outlook.

Copying Information from Excel

Save your Excel gradebook
You may want to be working with a backup (i.e., second) copy of your gradebook.
Hide all the columns except the email names (or University ID numbers) and the final grade
1. To select a column, click on the column's letter
2. To select multiple columns, click and drag over the columns' letters
3. To hide the column(s), from the Format menu, select Column » Hide
  You should now have only two columns of data showing: the first column with either the email or ID and the second column with the final grade.
Select the two remaining columns of information
From the Edit menu, select Copy
A flashing border appears around your selection, indication the selection has been copied to the clipboard.
Paste the copied information in Outlook

Pasting & Sending a Message:

NOTE: Some email formats, especially HTML, are not easily viewed on Macintosh computers. To ensure readability for your recipients, Microsoft Outlook Rich Text should be used. For instructions on how to accomplish this, refer to Setting a Default Message Format.

In Outlook, create a new email message
In the To text box, type gradesubmit
In the Subject text box, type year/term.prefix.courseno.section
(e.g., 9905.cs.100.001)
From the Format menu, select Plain Text
A warning dialog box will appear stating that formatting will be lost, click YES
On the first line of the body of the message, type security code = ####
NOTE: #### is actually your submission code for the class.
To paste your grades, from the Edit menu, select Paste
After the grades type a line of asterisks (***************)
NOTE: You must type at least 5.
If your signature appears at the bottom of the message, delete it
To send the message, click SEND
You will receive confirmation from the Registrar’s Office via email