GeorgiaVIEW

Information Technology Services

Archiving Student Data in Brightspace

Learning Management System Storage Policy:

Instructors:

Archiving Student Data in Brightspace: Guide for Instructors, Students, and LMS Administrators

FERPA Statement: Student submitted work (assignments/discussion posts/third-party app student completed work, etc.) is FERPA-protected data. If you elect to download and retain any of your students’ work, it must be secured appropriately, and files must be destroyed when no longer needed. You could be held responsible should an unauthorized data release occur according to your campus FERPA policy. For specific FERPA compliance related questions, please contact your school’s Registrar’s Office for additional assistance.

Note: Student data cannot be imported back into D2L Brightspace. 

Export Grades 

  1. Go to the Grades tool in your course shell.
  2. Click Enter Grades underneath the navigation bar.
  3. Click the Export button.
  4. If you have an Export Grade Items For dropdown, choose All Users and click Apply.
  5. The Key Field should be Both.
  6. Select your desired options under Grade Values. 
  7. Under User Details check the First Name, Last Name, and Email checkboxes.
  8. Under Choose Grades to Export, click the top checkbox next to Grade Item to select all.
  9. Click either Export to CSV or the Export to Excel button.
  10. An Export Grades screen will appear with a progress bar. When your file is ready, the bar will read Complete. Once this occurs, click the Download button to save the file.

Export Assignments from Your Submission Folders

  1. Go to the Assignments tool in your course shell.
  2. Click on the Submission Folder you wish to download from.
  3. At the bottom of the screen, change the Per Page dropdown to 200 to ensure that all submissions display on one page.
  4. Scroll up to the top of your list of students. Click the top checkbox to select all students.
  5. Click the Download link above the list of students.
  6. A Downloading Files window will pop-up. When the window prompts you that your file is ready to download, click the Download button to save the .zip file to your computer.
  7. You will need to unzip the file on your computer to see the downloaded submission(s).

Export Quiz Attempts 

  1. Go the Quizzes tool in your course shell.
  2. Locate the Quiz you wish to download from and click the dropdown arrow next to the quiz’s name.
  3. Choose Grade from the menu.
  4. Scroll down to the bottom and change the Per Page dropdown to 200 to place all students on a page.
  5. Scroll back up to the top of your list of students and click the top checkbox to select all students.
  6. Above your list of students, click either the Export to CSV or the Export to Excel button.
  7. A window will pop-up to produce your file, and it will automatically download to your computer when the window disappears.

Print Discussions 

  1. Go to the Discussions tool in your course shell
  2. Click Settings in the upper right, underneath the navigation bar.
  3. Under Default View, change from Reading View to Grid View.
  4. Click Save.
  5. Click on the Discussion Topic you wish to print.
  6. Scroll down to the bottom and change the Per Page to 200.
  7. Above all the posts, click the top checkbox to select all posts.
  8. Click the Print link that is above all the posts.
  9. A window will pop-up. Click the Print button to physically print the posts or save a PDF.
  10. Repeat if you have multiple pages even after changing the per page to 200.

Generate a Survey Report 

  1. Go to the Survey tool in your course shell.
  2. Click the survey you wish to report from.
  3. Click the Reports Setup tab.
  4. Click the Add Report button.
  5. Give the report a name in the textbox.
  6. Choose either Summary Report or Individual Attempts.
  7. Leave the Release set to immediately.
  8. Under Release Report To, click the checkbox next to the same role that you are enrolled in the course as. If you are unsure, check the Classlist to see your role.
  9. Click the Save button.
  10. Click the Save and Close button.
  11. You will now be back to your list of surveys. Click the dropdown arrow next to the Survey you created the report for and choose Reports.
  12. Click the name of the report you previously setup.
  13. Click either the Generate CSV or Generate Excel button.
  14. A window will pop-up and generate the file. The file will automatically download to your computer when the window disappears.

Archiving Course Structure & Content Files from your D2L Brightspace Course

Course Components That Can Be Exported from Brightspace

  • Announcements
  • Assignments
  • Calendar
  • Checklist
  • Competencies
  • Content
  • Course files
  • Discussions
  • External links
  • FAQ
  • Glossary
  • Grades (except calculated grade items and the Automatic Zero for Missing Submissions setting)
  • Gradebook (not Personal Display or ePortfolio Artifacts options)
  • Navbar templates (not navbars)
  • Question Library
  • Quizzes
  • Release conditions and any associations
  • Rubrics
  • Self Assessments
  • Surveys

Export Course Components

  1. In the course offering containing the components you want to copy, on the navbar, click Course Admin > Import/Export/Copy Components.
  2. Select one of the following options:
    • Export as Brightspace Package
    • Export as Common Cartridge
    • Export as Thin Common Cartridge
  3. Click Start.
  4. In the Select Components to Export section, to export all components, select the Select All Components check box or select the check box for the particular components you want to export.
  5. To export only certain items from a component, select the Select individual items to export radio button.
    • Note: If you chose Select individual items to export for any component in the previous step, the Select Items page appears. This page lists all the items and any sub-items contained in the current component. Otherwise, the Confirm Components to Export page appears. To view sub-items, click the + Expand icon next to an item. Select the individual items and sub-items you want to export and click Next. When you have finished selecting individual items from components, the Confirm Components to Export page appears.
  6. Click Continue.
  7. The Export started dialog displays to confirm the export is underway.
  8. Click Done.
  9. When the export package is ready for download, a notification is generated and can be accessed from the bell icon in the navigation bar.
  10. Click the Export Finished notification message. This directs you back to the Import/Export/Copy Components tool in your course.
  11. Click the Click here to download the export Zip package link.

Archiving 3rd Party Integration Data from your D2L Brightspace Course

Archiving student data from third-party integration products varies per vendor. Instructors should work with your campus LMS administrators to determine available export options and directions for student data within third-party integrations. 

Students:

Downloading Course Files

Some institutions may allow students to download course files. If this is allowed, the student will see a download button in the top right corner above the course file (in the New Content Experience) or below the course file document viewer (in the Classic Content Experience).

Downloading Assignment Submissions

In the Classic Content Experience, students can download previously submitted files from the Assignments area. In the New Content Experience, they can do so from the Assignments area or the Content area. 

(a) Assignments area:

  1. Click on the Assignments link from the navigation bar.
  2. Select the link under Completion Status for that assignment.
  3. Under submissions, select the name of the file to download it locally to the computer.

(b) Content area:

  1. Click on the name of the assignment from within the Content area.
  2. Scroll to the bottom of the page and select “Submission 1” to expand the dialog box.
  3. Click on the name of the file to download it locally to the computer.

Copying Discussion Posts

Students can copy their discussion posts into a Microsoft Word file to save outside of Brightspace. This can be done from the Discussions area in the Classic Content Experience. It can be done via the Discussions area or Content area via the New Content Experience. 

(a) Discussion area:

  1. Click on the Discussions link from the navigation bar.
  2. Click on the name of the discussion.
  3. Click on the name of the relevant posts.
  4. Highlight the text and choose CTRL/Command+C to copy the content
  5. Open Microsoft Word or another document creation software. CTRL/Command+V to paste the content. Save the file locally to the computer.

(b) Content area:

  1. Click on the name of the discussion from within the Content area.
  2. Scroll to the bottom of the page and select the name of the relevant posts.
  3. Highlight the text and choose CTRL/Command+C to copy the content
  4. Open Microsoft Word or another document creation software. CTRL/Command+V to paste the content. Save the file locally to the computer.

Copying Grades/Feedback

Students can copy their grades and feedback into a Microsoft Word file to save outside of Brightspace. 

  1. Click on the Grades link from the navigation bar.
  2. Highlight the text and choose CTRL/Command+C to copy the content
  3. Open Microsoft Word or another document creation software. CTRL/Command+V to paste the content. Save the file locally to the computer.

Copying Quiz Results

Some instructors may allow students to see or copy their quiz results. If so, the student can copy the questions and/or answers into a Microsoft Word file to save outside of Brightspace. This can be done from the Quizzes area in the Classic Content Experience. It can be done via the Quizzes area or Content area via the New Content Experience.

(a) Quizzes area:

  1. Click on the Quizzes link from the navigation bar.
  2. Click on the dropdown arrow by the name of the quiz and choose Submissions.
  3. Click on the Attempt that you would like to view.
  4. Highlight the text and choose CTRL/Command+C to copy the content
  5. Open Microsoft Word or another document creation software. CTRL/Command+V to paste the content. Save the file locally to the computer.

(b) Content area:

  1. Click on the name of the quiz from the Content area.
  2. Scroll to the bottom of the page. Choose Quiz Results underneath the attempt
  3. Highlight the text and choose CTRL/Command+C to copy the content
  4. Open Microsoft Word or another document creation software. CTRL/Command+V to paste the content. Save the file locally to the computer.

Copying Survey Submissions

Instructors may create a report that allows students to view their survey results after submission. If that is the case, students can copy their survey submission into a Microsoft Word document to be saved outside of Brightspace.

  1. Click on the survey from the Survey tool on the navigation bar or from within the Content area. If in the content area, choose Return to Survey List.
  2. Choose the dropdown by the name of the survey and Reports.
  3. Click on the name of the report and Generate HTML.
  4. Choose Print Report in the upper right corner. In the printer dialog box, choose PDF as the destination. Choose to Print, which will save the PDF locally to your computer.

Copying from 3rd-Party integrations

Generally, you will want to look for your work in the integration and search for a download button or 

  1. Click on the items you would like to back up.
  2. Highlight the text and choose CTRL/Command+C to copy the content.
  3. Open Microsoft Word or another document creation software and click CTRL/Command+V to paste the content. Save the file locally to the computer.