Save Student Data Offline

VIU Data Retention policy requires student data be kept for one year. Two years of courses and student data will be kept in VIULearn, with rolling deletion of old courses each July. If you need to keep student data beyond two years, you will need to export this data and store it offline. 

VIULearn allows teaching faculty to export student data from a number of different tools. Click on the headings below to learn what data can be exported from each of these tools and to see steps for exporting this data. 

Assignment Submissions

Assignment Submissions

All files uploaded to an Assignment Submission Folder in VIULearn can be exported. Comments added by learners, including links and embedded media files, at the time of their submission are not exportable. 

  1. Go to Assessment located in the course navigation bar and select Assignments.



  2. Click on the Assignment you want to export submissions from. 

  3. Check the box at the top of the submission list to select all students on the page
    Please note: Only students displayed on the page will be selected. If you have more than 20 students in your course, use the drop down at the bottom of the page to display more than 20 students on the page. 



  4. Click the Download button 



  5. A zip folder will be created and appear in a pop-up window. Click on the blue link to download the zipped folder containing all of the selected assignment files. 



  6. Once you have downloaded the course package, click Close  

Class Progress

Class Progress

There is no export function for the Class Progress tool in VIULearn. However, information from the Class Progress tool can be printed either as a paper copy or to a PDF file using your computer's software. If you need to export written feedback attached to Assignments or Grade Items, you can print this from the Class Progress Tool.  

Please Note: If your course in not active, or has passed the course end date, you will only see a partial record of learner progress in Class Progress. 

  1. Click Assessment and Class Progress in the Course Navigation bar 



  2. You can print this screen to keep a record of the overview using Ctrl+P (Command + P on a Mac).
    If you have more than one page of students, you can use the drop down menu at the bottom of the page to increase the number of students displayed per page. 



  3. Click on an individual student to view details of their progress 

  4. If you want to save only information from specific tools, click on the tool on the left side of the page. 



  5. Once you are on the page you want to save (either Progress Summary, or a specific tool such as Grades or Content), click Print 



  6.  On the Print Preview which loads, you need to expand all collapsed sections 


  7. Click the blue Print button. The options available for you when you Print the document will be determined by your computer's software. 

Discussion Posts

Discussion Posts

There is no export function for Discussion posts built in to VIULearn. If you want to preserve the content of discussions, you will need to print each Discussion topic you want to keep.

In order to print an entire discussion topic, including threads and replies, you first need to switch your VIULearn Discussion view to Grid View. If you already use Grid View, you can skip to the next set of steps. 

  1. Go to Communications and Discussions 



  2. Click on Settings



  3. Under Default View choose Grid View



  4. Click Save

Please Note: Grid View is a legacy feature in VIULearn. We strongly suggest changing your view back to Reading View once you have printed any discussions you need to save.

Once your view is switched to Grid View, you can print any discussions you need to save: 

  1. Click on the topic you want to print. 

  2. Check the box beside each thread you want to include (or select the top check box to select all threads) 



  3. Click Print



  4. A new window will open showing you what can be printed. Click the blue Print button. 



  5. You can choose to print a hard copy, or use your computer's Print to PDF option to save a digital copy of the discussion. 

  6. When you are done, click Close

 

Discussion Statistics

Discussion Statistics

Discussion statistics are a record of the number of threads started, replies posted, and posts read for each member of a course. If you have a rating system enabled, these statistics are also available through this tool. You can export all of the available Discussion statistics in a CSV file. 

  1. Go to Communications and Discussions 



  2. Click on Statistics



  3. Click Export to CSV File



  4. A new window will open with a link to the CSV file. Click this link to download the CSV. 



  5. When you are finished, click Close 

ePortfolio

ePortfolio

The ePortfolio tool in VIULearn allows the creator of an artifact or presentation to export that item from ePortfolio. If an item has been shared with you, there are no built in options for downloading or exporting this item. To save a file or presentation that has been shared with you through the ePortfolio tool, you will need to open the item and print individual pages as they appear.

If your students use ePortfolio, we have created a page specifically for learners on backing up their data and taking it with them when they leave VIU.  

Download an artifact or reflection you own from ePortfolio: 

  1. Access your ePortfolio by clicking ePortfolio on the My Home navigation bar. 



  2. Click the arrow to the right of the title of the item you want to export and choose Export from the menu that appears. 



  3. To include any associated reflections or artifacts with the item you are exporting, check the box for "Automatically include associated items" 



  4. Click the blue Next button 

  5. You will see a loading screen while your export is processed. 



  6. Once the export is ready, click on the blue link to download the zip file.



  7. Once you have downloaded the file, click Close

Download a Presentation you created from ePortfolio: 

  1. Access your ePortfolio by clicking ePortfolio on the My Home navigation bar. 



  2. Click the arrow to the right of the title of the item you want to export and choose Export from the menu that appears. 



  3. Choose whether to export an HTML version of the presentation or an ePortfolio package (which can be uploaded back into ePortfolio). 



  4. Click the blue Next button 

  5. You will see a loading screen while your export is processed. 



  6. Once the export is ready, click on the blue link to download the zip file.



  7. Once you have downloaded the file, click Close

Grades

Grades

You can export the points and weighted grade as well as any grade scheme symbol for each grade item in your gradebook. Comments and feedback attached to grade items cannot be exported. 

  1. Go to Assessment located in the course navigation bar and select Grades.



  2. Click Enter Grades.



  3. Click the grey Export button. 



  4. Choose what information should be included in the export. 
    Please note: Org Defined ID is student's Student Number

  5. When you have selected all of the student information and grade items you want to export, click Export to CSV or Export to Excel 

  6. Your file will appear in a pop-up. Click on the blue link to download the CSV or Excel file. 



  7. Once you have downloaded the file, click Close and Cancel to return to the Enter Grades screen. 

Quiz Attempts (CSV/Excel) and Event Logs

Quiz Attempts (CSV/Excel) and Event Logs

VIULearn allows you to export all attempts at a quiz in an excel or CSV file. The exported file is formatted as a spreadsheet which can include all of the following: 

  • Org Defined ID (student number) and Username (randomly generated VIULearn identifier) 
  • First and Last name
  • The attempt number, and its start and end time
  • Section and question number and type 
  • Question title 
  • Question text
  • The question difficulty and whether or not the question was a bonus 
  • All possible answers (for MC, MS, T/F, ORD and related question types) 
  • The student's response to the question (including full text for short and written answers) 
  • The student's score and the total possible score for each answer

To export quiz attempts for a quiz in VIULearn: 

  1. Go to Assessment and Quizzes 



  2. Click the arrow next to the quiz you want to export and choose Grade 



  3. Click the Export to CSV File or Export to Excel button 



  4. The export should download automatically. You may see a pop-up window while the export is processed.  

You can also export the Quiz Event Log which shows the time stamps for when each user entered the quiz, saved a response, or moved from one page to another. 

  1. Go to Assessment and Quizzes 



  2. Click the arrow next to the quiz you want to export and choose Grade 



  3. Click the More Actions button and choose Export Event Logs



  4. The export should download automatically. You may see a pop-up window while the export is processed.  

Quiz Attempts (HTML)

Quiz Attempts (HTML)

If you prefer to export quiz attempts as they appear on the grading interface in VIULearn rather than as raw data in a spreadsheet, you can do so using a Report. This is a two step process. First, you need to set up the Report: 

  1. Go to Assessment and Quizzes 



  2. Click on the quiz you want to set up a report for

  3. Go to the Reports Setup tab



  4. Click the grey Add Report button 



  5. Give the report a name

  6. Choose Attempt Details 

    Please Note: To include student numbers in the report, you must select Display Org Defined ID



  7. Under Release Report To, choose Instructor. We recommend also including Administrator which will allow VIULearn support staff to access your report if assistance is needed, but this is not mandatory. 



  8. Click the blue Save button 

  9. Click the blue Save and Close button 

Once you have set up your report, you will need to generate an HTML version of the report: 

  1. Click the arrow next to the quiz you want to generate the report for and choose Reports from the menu.



  2. Click on the report you want to view 

  3. Select the grey Generate HTML button 



  4. Click the grey Print Report button

    Please Note: If there is more than one page in the HTML report, you must print each page separately. 



  5. You can choose whether to print a paper copy of the quiz attempts, or you can use your computer's software to Print to PDF to retain a digital copy 

  6. When you are finished, you can navigate away from this page by clicking Go Back to Generate Report or by using the navigation bar. 

Quiz Statistics and Reports

Quiz Statistics and Reports

There a number of statistics that are compiled for quizzes. You can export these from VIULearn with the steps below:  

  1. Click Assessment and Quizzes on the course navigation bar. 



  2. Click the arrow next to the quiz you want to see statistics for and choose Statistics.



  3. Click on the tab for the statistics you want to export. There are three options: User Stats, Question Stats, and Question Detail. 



  4. Click the grey Export to CSV or Export to Excel button to generate a spreadsheet of the stats. The download should begin automatically.


      
  5. Repeat steps 3 and 4 for any other statistics you want to export. 

  6. When you have finished exporting your quiz statistics, use the navigation bar to move away from the View Statistics page. 

Quiz Reports can be set up to export quiz statistics, as well as attempt details and user attempts. Reports give you more control over what components are included in your export than you have when exporting data directly from Statistics or Attempts. Reports must first be set up in the Quiz settings before the report can be run and exported. You can set up a report with the steps below: 

  1. Go to Assessment and Quizzes 



  2. Click on the quiz you want to set up a report for to open the Edit Quiz screen 

  3. Go to the Reports Setup tab



  4. Click the grey Add Report  button 

  5. Give your report a name and select what information you want to include in the report. There are four types of reports available. You cannot include all types in a single report, but you can set up as many reports as you wish for each quiz. 

  6. Once you have chosen which information you want to include in the report, select when you want the report to be available (the default is immediately)

  7. Choose who you want to be able to view the report (we recommend making the report available for Administrator and Instructor and never for Student). 

    Please Noe: 
    If you do not make the report visible to the Instructor role, you will not be able to generate the report. 



  8. Click the blue Save button

  9. When you are finished setting up reports, click the blue Save and Close button. 

To generate and download a report on your quiz: 

  1. Click Assessment and Quizzes on the course navigation bar 



  2. Click the arrow next to the quiz you want to see statistics for and choose Reports



  3. Select the report you want to run by clicking on the report name 

  4. If you wish to pull a report for only a specific date range, check the relevant boxes and fill in the dates (if you leave these blank the report will include all attempts)

  5. Click the grey Generate CSV or Generate Excel button to download the report. 



  6. When you are finished, click the blue Done button

Survey Reports

Survey Reports

You can generate a report to export information about VIULearn surveys.  Reports must first be set up in the Survey settings before the report can be run and exported. You can set up a report with the steps below: 

  1. Select Faculty Tools and Course Admin from the course navigation bar 



  2.  Find and click on Surveys (if you have your Course Administration page arranged by category, you will find Surveys under Assessment) 



  3. Click on the Survey you want to set up a report for to open the Edit Survey screen 

  4. Go to the Reports Setup tab



  5. Click the grey Add Report  button 

  6. Give your report a name and select what information you want to include in the report. There are two types of reports available (Summary and Individual Attempts). You cannot include both in a single report, but can set up two reports for your Survey. 

  7. Once you have chosen which information you want to include in the report, select when you want the report to be available (the default is immediately)

  8. Choose who you want to be able to view the report (we recommend making the report available for Administrator and Instructor). 

    Please Noe: 
    If you do not make the report visible to the Instructor role, you will not be able to generate the report. 



  9. Click the blue Save button

  10. When you are finished setting up reports, click the blue Save and Close button. 

To generate and download a report on your Survey: 

  1. Select Faculty Tools and Course Admin from the course navigation bar 



  2. Find and click on Surveys 



  3. Click the arrow next to the survey you want to see statistics for and choose Reports



  4. Select the report you want to run by clicking on the report name 

  5. If you wish to pull a report for only a specific date range, check the relevant boxes and fill in the dates (if you leave these blank the report will include all attempts)

  6. Click the grey Generate CSV or Generate Excel button to download the report. 



  7. When you are finished, click the blue Done button

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