How do I properly name my Canvas assignment groups for grade passback?

To sync Canvas grades to SchoolTool, make sure your Canvas assignment group names match your SchoolTool gradebook categories, then enable and sync the assignments.

Key Requirements:

• Assignment scores must be numeric.
• Assignments must have a due date.
• Canvas assignment groups must match SchoolTool categories. 

Step 1: Match Assignment Groups to SchoolTool

Open Assignments

In Course Navigation, click the Assignments link.

Create Assignment Group

Name Assignment Group

Your Canvas assignment group names must match the category names in your SchoolTool gradebook. Enter the SchoolTool gradebook category name in the Group Name field

View Assignment Groups

View your assignment groups on the Assignments Index page.

Manage Assignment Group

How do I sync my Canvas assignment groups to my SchoolTool grading categories for grade passback?

Sync SIS Categories

Sync SIS Categories displays a list of all your Canvas assignment groups, as well as the number of unassociated course sections in each group.

To sync a Canvas assignment group with a SIS grading category, click the assignment group Expand icon

Sync Section Categories

Your SIS-synced course enrollments display in the SIS Section column, and the section SIS IDs are displayed in the SIS ID column.

For each SIS-synced section, you can associate the assignment group from Canvas with a grading category in your SIS gradebook. To associate the section’s Canvas assignment group with a SIS grading category, click the SIS Category drop-down menu. The drop-down menu displays all grading categories created in your SIS gradebook. Click to select an option from the list.

Alternatively, to remove an association between the Canvas assignment group and the SIS gradebook grading category, select the Unassociated option

Notes: 

• If a section assignment group is not synced to a SIS grading category, the SIS Category drop-down menu displays the Unassociated option [5]. Additionally, when you sync your Canvas gradebook to your SIS, the assignments in that assignment group are not synced to your SIS gradebook.
• Sections with the same Canvas assignment group name can be synced to different SIS categories. For example, in Canvas, sections Math 9 Honors and Math 9 both have a Discussions assignment group. However, you can associate the Math 9 Honors discussions with your Labs SIS category and the Math 9 discussions to your Participation SIS category.

Sync SIS Categories

When you change a SIS Category for any section, the assignment group displays a Changed label.

To save your sync selections, click the Sync Categories button

View Sync Notifications

View Synced Assignment Groups

Synced assignment groups display a Synchronized icon.

When SIS Category is not selected for a section assignment group, the assignment group displays an Unassociated label. To view unassociated sections, click the assignment view Expand icon.

To close Sync SIS Categories, click the Close icon.

View Synced Assignment Groups in Assignment Page

In the Assignments page, synced assignment groups display an Imported icon.

How do I set up an assignment to be sent to SchoolTool for grade passback?

First specify which assignment(s) in the course should be included in a GPB sync.

You can also specify which graded discussions and quizzes should be included in GPB sync.

Open Assignments

Click the Add Assignment button.

Edit Assignment

Alternatively, you can edit an existing assignment. To open the assignment, click the assignment name. Then on the assignment’s details page, click the Edit button.

Add Assignment Name

Enter a name for the assignment in the Assignment Name field.

For GPB with SchoolTool to work, assignment names must be 50 or fewer characters.

Select Sync to SIS

On the assignment details page, select the Sync to SIS checkbox. The assignment and any student scores will be included when you sync your Canvas gradebook to SchoolTool.

 Notes:

• Your institution can auto-enable all assignments to be sent to SchoolTool. To exclude an assignment from SIS sync, de-select the Sync to SIS checkbox.
• The SIS checkbox also displays quizzes and graded discussions details pages.
• The SIS checkbox does not display non-graded assignment types.
• The Sync to SIS option may display the name of your institution’s SIS.

Add Due Date

Enter an assignee in the Assign to field. You can assign to everyone and/or a section.

Enter a due date in the Due field.

Notes: 

• If you use differentiated assignments to allow different sections different due dates, you must also include a due date for the remaining students using the Everyone Else option in the Assign to field. However, only the specified sections are included in the grade sync.
• When an individual section is added to an assignment, the Everyone option changes to Everyone Else.

Save Assignment

• Click the Save button.
• Note: For new assignments, you can click the Save & Publish button.

View Assignment Errors

• If you cannot save your assignment, view the assignment error messages.
• Assignment names are required and they must be 30 or fewer characters. For SchoolTool GPB, due dates are required for the Assign to Everyone option.
• Correct any errors and save the assignment.

How do I sync grades from Canvas to my SchoolTool gradebook?

request a grade sync from your Canvas gradebook to your SchoolTool gradebook. Before syncing your grades, verify that your Canvas assignment groups match your SchoolTool grading categories. You should also set up assignments for SIS sync.

Notes: 

• You must enter assignment scores in Canvas before an assignment and its scores can sync to SchoolTool.
• All Canvas gradebook scores must be numeric. Assignments marked as Missing and Late in Canvas must also include a numeric score to sync with SchoolTool.
• Any Canvas assignment marked as Excused syncs to SchoolTool displaying a zero (0) score an exempt flag. Scores marked as exempt are not included in the final grade calculation.

Open Grades

In Course Navigation, click the Grades link

Open Sync to SIS

In the course Gradebook, click the Actions menu [1]. Then select the Sync to SIS option.

Review Grade Sync Request

From the Sync Grades modal you can review and modify the assignments and grades included in your grade sync request.

By default, all course sections are selected for grade sync. To filter the grade sync by section, click the Filter by section drop-down menu, then select the sections you want to sync.

View a list of all assignments set up for SIS sync, including the assignment name, due date, and last sync date. To sort the list by ascending or descending name or date order, click the header Sort icon.

By default, all assignments are selected for SIS sync. To deselect an assignment, click the assignment checkbox [6]. Alternatively, you can deselect all assignments by clicking the Assignment Name checkbox. Deselected assignments are not included in the SIS sync.

To sync grades, click the Post Grades button.

View Grade Sync Progress

After posting grades, the Grade Sync modal displays a Scheduled notification. To view grade sync progress in your course, click the Click to see progress link.

How do I automate course grade sync from Canvas to my SchoolTool gradebook?

Enable a nightly grade sync for a course, grade passback occurs automatically every night for all assignments.

Open Grade Sync

In Course Navigation, click the Grade Sync link.

Open Grade Sync Utilities

In the Grade Sync page, click the Utilities tab.

Enable Nightly Sync

• In Grade Sync Utilities, click the Nightly Sync toggle button.
  • Note: The nightly sync option must be enabled for your institution by your CSM. If you do not see the Nightly Sync toggle button, contact your institution’s admin.

View Nightly Grade Sync Time

• To view the time of the next nightly sync, click the History tab.
• The nightly grade sync time displays.
  • Note: The nightly grade sync time is set by your institution’s admin and CSM.

How do I view my course grade sync history for Canvas SchoolTool grade passback as an instructor?

In the Grade Sync page, you can view a list of the most recent grade syncs from your Canvas course to your SchoolTool gradebook, including syncs you request and scheduled syncs your institution may run.

Open Grade Sync

In Course Navigation, click the Grade Sync link.

View Grade Sync History

By default, the Grade Sync page displays the History tab.

To refresh the page to view in-progress or recently completed syncs, click the Refresh button.

Your recent grade syncs from Canvas to your SIS display in the Grade Sync History list. The list displays up to the ten most recent syncs. To view additional syncs, use the page navigation icons.

The Grade Sync list displays a line item for each grade sync. You can view the following information for each listed sync:

• Type: the sync type and the course ID.
• Time Started: the date and time when the sync started. The displayed time follows the account’s specified time zone setting.
• Time Updated: the date and time when the sync completed. The displayed time follows the account’s specified time zone setting.
• Posted By: the name of the user who initiated the sync. Scheduled syncs are posted by your institution’s Canvas Integrations Admin, and manual syncs display your name or the name of the admin who requested the sync.
• Stage: for syncs that are in-process, the sync’s current process step. Process steps include Get Assignments and Post Assignments.
• SIS Assignments: the number of assignments sent to and created in the SIS gradebook and the percent of assignments successfully created in the SIS gradebook.
• SIS Grades: the number of grades sent to and created in the SIS gradebook and the percent of grades successfully added in the SIS gradebook.
• Status: the grade sync status. A status may be listed as Completed, completed (with errors), Failed, and Running.
• Assignments: the number of Canvas assignments included in the grade sync.

Note: If your Canvas course includes sections that are also reflected in your SIS gradebook, then grade passback creates a new assignment for each course section in your SIS. As a result, when you sync grades from Canvas to your SIS, the number of created SIS assignments in the SIS Assignments column may differ from the number of assignments synced from Canvas in the Assignments column.

How do I view details for a Canvas SchoolTool grade sync as an instructor?

Grade sync details include information about the overall success of a sync, the amount of data extracted and filtered from Canvas, errors, warnings, and information about affected sections, assignments, and grades. Learn more about using a grade sync details page.

Open Grade Sync

In Course Navigation, click the Grade Sync link.

View Grade Sync History

By default, the Grade Sync page displays the History tab.

The Grade Sync History list displays successful grade syncs for up to seven days, and failed grade syncs for up to fourteen days.

Open Grade Sync Details

To open view detailed information about a grade sync, locate the sync in the list. Then click the Grade Sync Status Details link.

Note: You can also open Grade Sync Details from the Assignments link.

View Grade Sync Details

View the grade sync overview.

How do I use a grade sync details page as an instructor?

Grade sync details include information about the overall success of a sync, the amount of data extracted and filtered from Canvas, and information about affected sections, assignments, and grades.

View Sync Details

At the top of every grade sync details page, the sync information displays. You can view the sync type, the Canvas course ID, the user who posted the sync, and the job ID number.

To return to the Grade Sync page, click the Back to all Grade Jobs button.

To refresh the details page for an in-process sync, click the Refresh button.

View Grade Sync Overview

A summary of the data sync displays in the Overview tab. A summary of all data synced from Canvas to your SIS displays in the Filtered Canvas Data section. 

You can also view an AssignmentsSync graph and  GradesSync graph.

View Warnings and Errors

To view or download warnings or errors generated by assignment or grade syncs, click the Warnings & Errors tab.

View Warning or Error Details

• View the type of warning or error.
• View the warning or error message.
• View the stage in which the warning or error occurred.
• View the number of warning or error types.

Download Warning or Error Logs

To download a CSV file containing additional details, click the Logs button.

The CSV file includes information such as assignment or student IDs, assignment or student names, section IDs, and SIS error codes.

View Filtered Canvas Data

The first step of every grade sync extracts and filters Canvas data. To view statistics for the number of extracted and filtered items, click the Filtered Canvas Data tab.

Filtered Canvas Data displays the number of extracted data items for three categories:

• Sections: the number of Canvas course sections included in the sync.
• Assignments: the number of unique assignments included in the sync.
• Grades: the number of unique assignment scores included in the sync.

View Assignments Sync Data

To view sync details for the assignments included in the sync, click the Assignments Sync tab.

View the number of assignments that are updated and failed in the Assignments Sync graph.

View details about each updated item in the Assignments Log.

View Assignments Log.

View Grades Log

The Grades Log displays each assignment name, course section, and student with an assignment grade included in the sync. The list also includes submitted grade,  the update status, and the log availability.

The list displays up to ten items per page. To view additional items, use the Page Navigation buttons.

To download the displayed grades log as a CSV file, click the Download Logs button. Grade log downloads include information about the Canvas assignment ID, the assignment SIS ID, the submitted score, the Canvas section ID, the SIS section ID, and the student Canvas ID.

Sort Grades Log

You can sort the Grades Log to display list items in ascending or descending order by column header.

To sort the list in ascending order, click the column header. An Ascending Sort icon displays.

To sort the list in descending order, click the column header twice. A Descending Sort icon displays.

Note: You can only sort the list by one column at a time.

Filter Grades Log

To filter the Grades log to display a specific assignment, section, or student data, you can use the Assignment/Section/Student Name drop-down menu options. Alternatively, you can click an Assignment, Section, or Student Name link to filter the list.

To remove an Assignment/Section/Student Name filter, click the filter Remove icon.

To filter the log to display assignments by sync status or log availability, click the Filter drop-down menu.

How do I remaster grade passback and re-sync my entire Canvas course gradebook to SchoolTool as an instructor?

you can re-sync your entire Canvas gradebook to your SIS in the Grade Sync page. Remastering grade passback for your course re-syncs your Canvas course gradebook to your SIS gradebook. However, unlike a typical SIS grade sync, you cannot select or deselect assignments to include in the sync. A remaster sync includes all grades for all assignments that you have set up to sync with the SIS.

Open Grade Sync

In Course Navigation, click the Grade Sync link.

Open Grade Sync Utilities

In the Grade Sync page, click the Utilities tab.

Remaster Grade Passback

In Grade Sync Settings, click the Remaster Grade Passback button.

View Remaster Window

The Remaster window displays a Remaster Information notification and a list of assignments in your course. You can filter the list to display assignments by section

Select Assignments for Remaster

By default, all assignments in the Remaster Assignments list are selected for remaster. However, you can select specific assignments for remaster.

To deselect an assignment, click the checkbox next to the assignment name.

De-selected assignments display an empty checkbox. Assignments without due dates or duplicate assignments cannot be included in a grade sync and display an empty checkbox that cannot be selected.

View Assignments by Section

To view the assignments selected for remaster in a specific section, click the Filter by section drop-down menu.View Assignments by Section

To view the assignments selected for remaster in a specific section, click the Filter by section drop-down menu.

The Assignments list displays all selected assignments. However, when you view assignments by section, the assignment checkboxes cannot be selected or de-selected.

Remaster Grades

Click the Remaster Grades button. Remastering your gradebook posts grades to all sections in your course for all selected assignments.