eDoz: Grades / Results -> Export, Edit and Re-Import Lists

Lists can be exported, edited in an external application (for example Excel) and then re-imported.

This can be useful if, for example, you have to calculate final grades from a number of partial grades.

Please also see the general notes on exporting. When the exported file is opened in Excel, it looks as follows (example):

This example shows the list for a session examination.

Note: Lists for end-of-semester examinations is do not have a column for “+/- (grade trend)”

Rules for editing the file

In order for the import to work, the following rules apply:

• Only an eDoz export file can be used for importing. It is therefore not possible to import lists you have created yourself (the ID and checksum are needed for the import).
• The import file must be saved in the same format as the export file: text-format (.txt), data separated by tabs
• Lists can not be mixed in mean of their language, i.e. a list exportet in English must be importet by using the English login.
  
• Exported columns must not be deleted.
• Exported rows, on the other hand, may be deleted (can be useful if more than one person is entering grades for a subject, see below).
• No additional columns may be inserted between the exported columns.
• The sequence of the exported columns must not be changed.
• For exported columns, only the columns for “Grade”, “Result”, “+/- (grade trend)” and “*(Discontinuation/no show)” can be changed (by directly entering values or formulae). Exactly which columns are available depends on the form of performance assessment.
• Column headings must not be changed.
• Any results already entered in eDoz but not yet submitted will be overwritten when the file is imported, and the same applies to blank fields.
• Not all the grades/results in the import file have to be entered before it is imported. All grades/results are imported – including “none” (blanks).
  Note: This also means that any values entered in eDoz since the file was exported will be overwritten by blank fields in the import file!
• The import of results which have already been submitted is ignored.
• The import is interrupted after blank rows, i.e. only rows before a blank row are imported. See below for some tips on this.

Special information for users of Mac OS X

Character set: Western (ISO-8859-15)
Line breaks: Windows (CR+LF)
Field delimiter: Tab
Depending on your local configuration, it may happen that when a list is transferred from the Mac Editor into another application (e.g. Excel, FileMaker, iWork/Numbers) using copy/paste, a blank row is inserted between every row. In such a situation the import will be interrupted after the very first row.

In this case, open the file directly in the relevant application and, for the file origin, select Windows instead of Macintosh. Please note the tips about opening exported files on a Macintosh.

Before importing, check that this setting has not been lost.

Special information (US) English OpenOffice, Gnumeric

Character set: Western (ISO-8859-15)
Line breaks: Windows (CR+LF)
Field delimiter: Tab
Open the exported TXT file as a table and ensure that:

1. The character set is set to Western Europe (Windows). Otherwise umlauts are lost and the subsequent import will fail.
2. The field delimiter is set to tab.
3. The text delimiters are blank.

For the final import into eDoz save as text.-csv. Check that 1. and 2. have not been lost.

Valid values

• Grades: rounded to a quarter grade. For an example of the rounding formula, see below
• Blank fields, i.e. no entry
• Results: “ NP ” (for not passed) or “ Pass ” (for passed)
• Grade trend: “ + ” or “ - ”.
• Discontinuations: “ * ”

Note: Depending on your settings, “ + ”, “- ” and “ * ” may be interpreted in Excel as incomplete formulae if you quit the field using “Tab”. In this case quit the field using “Enter”.

Tips on editing and importing

• While observing the above restrictions, rows and columns can be deleted or inserted as required – rows can be inserted anywhere, but columns can only be added on. Manually inserted rows/columns will be ignored during import.
• It is possible to sort the file, provided the consistency of the datasets is preserved.
• We recommend that you either only enter results manually in eDoz or only work with export/import files. Otherwise, there is a relatively high risk that results entered directly in eDoz will be unintentionally overwritten by imported data.
• If more than one person is submitting results (e.g. several assistants in a group organisation), we recommend dividing up the file and only giving to each person for editing exactly those students (rows) for whom they have to submit grades/results. Otherwise there is a certain risk that values which have been accidentally entered incorrectly will overwrite existing results (e.g. displaced by one row; blank rows which overwrite existing values etc).
• The import is interrupted after blank rows, see above. This can be useful if, for example, a list of grades is divided between various assistants and is sorted accordingly. In this way it can be ensured that any existing grades that are there are not overwritten by mistake.
• Proposed rounding formula: vn = ROUND(AVERAGE (x,y,z)*4;0)/4

    (where vn = final grade rounded to a quarter; x,y,z = individual grades)

If the log for the file import indicates errors, we recommend that before it is finally saved, you check not only the incorrect datasets but also those which were technically correct, to ensure that, for example, rows have not been displaced while being entered.