How to Calculate Grades Automatically
1. Assuming you have columns already present with grades in them (such as T1, T2, and T3), you must create a column so that you have a place for the calculations to go. Navigate to "manage columns" (under Organize at the top) and click GO. Near the bottom right is ADD COLUMN. Click it. Type a name for it next to “Label” (maybe “semester average”). And you must select Calculated as the “type” in the pulldown menu. Click ADD.
2. Click Done to return to the main screen, and you will see your new column on the far right side.
3. Click Formula (under the name of the new column) to let it know how to add the columns together. A new screen will load that has a calculator interface, a few pulldown menus, and a large box in the center for the formula itself. Note that you cannot use your keyboard to type while on this screen; you have to use the mouse to click everything you need.
4. Click with your cursor into the big box to see the blinking cursor. At this point, you can start using formulas (the “function” pulldown menu) or simply insert the columns from the column pulldown menu. For instance, if you merely want to add up T1 and T2 and T3, then locate T1 on the uppermost pulldown menu and click INSERT. The word [T1] will appear in the larger empty formula box. Now click the plus sign in the calculator. Then, use the pulldown to locate T2 and click INSERT. Once more click the plus sign, and then find T3 and click INSERT. At this point, you are theoretically done, if all you wanted to do was sum up the numbers. Click SAVE at the bottom and the main screen should have scores populated. Remember to release to column for the students.
* Note: If you don't see any columns listed (or no pulldown menu except for the functions), that probably means that all your columns on the main screen are "alphanumeric." You are only able to use "numeric" columns when doing calculations. So long as there are only numbers (no letters), you should be able to convert your alphanumeric columns into numeric ones in the "manage columns" screen.
5. If you need to "average" the tests, the formula might be as simple as all the steps above, as well as a set of parantheses around the entire formula given in step 4, and then a slash (/) to indicate division, and then the number you want to divide by. For instance, if all three tests were worth 100 points, you would type /3 so that the result of the formula would be a whole number that looks like a percentage (a typical student might then have an 84 in this column, implying a straight B).
* Note: if your tests are NOT worth 100 points, you'll need to account for the different test values, or else the concept of an "average" won't work. This is done by dividing each test (such as T2) in the formula by the number of points possible. That generates a percentage for each test, rather than a raw score, and you're able to average the percentages, rather than averaging the raw scores. If this algebra is confusing, contact the Faculty Center for assistance (407-823-3544 or fctl@mail.ucf.edu).
6. Giving "weight" to different events is possible, but requires still more algebraic formulas. In essence, each operation would need a new set of parantheses around them, with the multiplication asterisk and a value next to them. A class with five essays (10% of the total grade each) and one final exam for 50% would look like this:
(E1*.10) + (E2*.10) + (E3*.10) + (E4*.10) + (E5*.10) + (F*.50)
If you wanted whole numbers rather than decimal points to indicate percentages, you may need to move decimals around or multiply by 100 after the calculation is over.
7. Dropping the lowest test score is possible. The function needed is called MINIMUM. Select Minimum and click "start list." Find the columns in question that are possible ones to have a score dropped, and insert each one. You must click "next item" each time before inserting the next one. When all have been inserted, click "end list." So far, the formula has only determined which column has the lowest possible score; you haven't done anything with it yet. You must make the MINIMUM command part of your larger formula. Here's an example using five exams, points added up, and the lowest one dropped:
SUM{[T1], [T2], [T3], [T4], [T5]}-MINIMUM{[T1], [T2], [T3], [T4], [T5]}
Note that the above example assumes the tests have the same number of points, or that you agree with letting tests with additional points "count" for more. To mitigate the effects of varying test lengths, you'd have to use percentages. To obtain an average for each test requires dividing by the points possible, to yield a percentage score rather than a raw score. That formula looks like this (with some invented numbers for possible points):
SUM{([T1]/45), ([T2]/22), ([T3]/100), ([T4]/45), ([T5]/65)}-MINIMUM{([T1]/45), ([T2]/22), ([T3]/100), ([T4]/45), ([T5]/65)}
Again, you may wish to use decimals or multiply by 100 to yield whole numbers instead. Note also the addition of parantheses around both sides of each operation: [T1] is now ([T1]/45). The addition of parantheses ensures that the operations (what gets added, divided, etc) occurs in the right order.
Watch a video on creating grade calculations and having the system assign letter grades within the myUCF Grades interface.
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For Further Assistance
If you're having difficulty locating the Grades pagelet or trouble accessing it, contact the UCF Help Desk (407-823-5117 or helpdesk@mail.ucf.edu). The Faculty Center (407-823-3544 or fctl@mail.ucf.edu) is happy to consult with you about further applications or complications using myUCF Grades. Additionally, the Faculty Center offers regular workshops and one-on-one consultations on creating and maintaining Excel gradebooks.
