Canvas: How to Transfer Final Grades From Canvas to Access Stout (Grade Passback)
When instructors apply a grading scheme in their Canvas course, they can use the Canvas grade passback process (Sync to Access Stout) to transfer their final grades from the Canvas course gradebook to Access Stout at the end of the term once grade rosters have been created. The process involves the following steps:
Step 1: Apply a Grading Scheme in your Canvas Course
- Click Settings from your course navigation bar. On the Course Details tab, scroll down and select on the Enable Course Grading Scheme check box. The Default Canvas Grading Scheme will automatically be selected.
- Click the View button to review the Default Canvas Grading Scheme.
If the Default Canvas Grading Scheme matches the one in your course syllabus, click Cancel and proceed to Step 5 below.
- To create a grading scheme that matches your course syllabus, click the New Grading Scheme button.
- Enter a name in the Grading Scheme Name field, make your adjustments, and click the Save button.
- Click the Update Course Details button to complete the process.
Other Resources:
Canvas guide How do I add a grading scheme in a course?
Canvas guide How do I enable a grading scheme for a course?
Canvas guide How do I view and manage grading schemes in a course?
Step 2: Review your Canvas Gradebook
All assignments in your Canvas gradebook must have a grade value entered. Cells in the gradebook that show a dash ("-") indicate no submission and cells that show an assignment icon indicate the submission needs to be graded. Make sure to review the following:
- If a student didn't complete an assignment, enter a grade value of "0" (zero) in the gradebook. For more details, refer to the Canvas guide on How do I enter grades in the Gradebook?
- If a student has an assignment that was excused, enter a grade value of "EX" in the gradebook. For more details, refer to the Canvas guide on How do I excuse an assignment for a student in the Gradebook?
Step 3: Transfer (Sync) Final Grades to Access Stout
- Click Grades from your course navigation bar.
- Click the Sync button and select Sync to Access Stout.
- A pop up window will appear confirming that the grade sync has been scheduled. Click on the Scheduled image to see the progress. The status will change from "Waiting" to "Completed". The process may take up to 5 minutes.
Note: If you used the "Student View" in your course, this creates a "Test Student" in the course and gradebook. When syncing grades, you may see a red exclamation mark. If you click on the word "Completed" to view the error, it will notate "Blank person source id." This error is specific to not being able to sync grades for the "Test Student" and so it does not mean the sync failed for the enrolled students.
Step 4: Log in to Access Stout to verify/approve grades
Once grade rosters have been created:
- Log in to Access Stout and go to: Self Service > Faculty Center > My Schedule, and select the Grade Roster icon next to your course. Verify that the grades have transferred (synced) as expected.
- Select the drop-down menu in the Roster Grade column to enter/change any grades. Note: Please make sure to change any failing grade to the following:
- F = Failure through coursework
- FN = Failure by never attending a course (no participation in the course)
- FS = Failure by stop attending a course (ceased participation after a certain date and did not have a passing grade in the course)
- Once you have finished verifying the grades, click Save, and change the approval status to Ready for Review.
For more information on submitting Final Grades, see the Registration and Records step by step guide.
