Adding Student PID to the Gradebook in Canvas

Description

Instructors may find it useful to house student PID in the Canvas Gradebook to aid in submitting grades at the end of the year in the Faculty and Advising Center. Instructors can add PID to their Gradebook in Canvas using the following instructions. 

Environment

Canvas in your web browser

Solution 

Adding Student PID to the Canvas Gradebook

  1. Log in to Canvas at canvas.ohio.edu

  2. In the left global navigation menu, select the course you want to edit the Gradebook in

  3. Select the Grades tab in the left course navigation menu

  4. In the Gradebook, select the Gear Icon at the top right of the page, which will open the Gradebook Settings side panel 

    Screenshot of Canvas gradebook, with the Gear icon highlighted with a red circle

  5. In the Gradebook Settings, select the View Options (1.) tab and select the Notes (2.) check box then select Apply Settings (3.)

    Screenshot of Canvas, with the "View Options" and "Notes" options highlighed with red circles

  6. The Gradebook will now include a Notes column to the right of the Total column

    Screenshot of Canvas, with the "Notes" column highlighted with a red circle

  7. Select the Export button and then select the Export Entire Gradebook option from the drop-down

    Screenshot of Canvas, with the "Export" and "Export Entire Gradebook" options highlighted with a red circle

  8. Once the Gradebook export downloads, open the export in Excel and see the Notes column

    Screenshot of an Excel document, with the "Notes" column highlighted with a red circle

  9. Instructors can either manually add the PID number or create an export from the Faculty and Advising Center and use an excel function called VLOOKUP to add PID to the Gradebook export

    •  VLOOKUP is an Excel function that searches for a value in a table and returns a corresponding value in the same row from a specified column

  10. Once PID is added, remove any columns after the Notes column and save the document as the file type CSV (Comma delimited)

  11. In the Canvas Gradebook, select the Import button

    Screenshot of Canvas, with the "Import" button highlighted with a red circle

  12. On the Upload Gradebook page, select the Choose File button (1) and find the saved CSV file on your machine, then select Upload Data (2)

    Screenshot of Canvas, with the "Choose File" button and "Import" button highlighted with a red circle

  13. On the next page, Canvas shows the information that will be changing in red. Review these changes and select Save Changes 

    Screenshot of Canvas, with the "Save Changes" button highlighted with a red circle

  14. As the changes are processing, instructors can navigate away from the Gradebook page after selecting the OK button on the Canvas generated pop-up that reads: "You will be redirected to Gradebook while your file is being uploaded. If you have a large CSV file, your changes may take a few minutes to update. To prevent overwriting any data, please confirm the upload has completed and Gradebook is correct before making additional changes"

    Screenshot of an example popup message that Canvas will display after you import a new field into the Gradebook

Outcome: Moving forward the Notes column will display the PID number in the Gradebook and every Gradebook export will include the PID number in the Notes column

Get help from Canvas

  • Dial the Canvas Support Hotline number located under "Get Help" in the Canvas Global Navigation Menu  

  • Contact OIT at 740-593-1222 for questions related to logging in, test courses/manually created courses, or third-party tools (Panopto, VoiceThread, Inclusive Access, etc.)  

Get help from OIT

Additional resources

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Related Services / Offerings (1)

Canvas Learning Management System (LMS)
Canvas is an online Learning Management System designed to facilitate communication and the sharing of course content between instructors, teaching assistants, students, and guests.