Help & Documentation — GradingPilot Professional Suite

GradingPilot Overview

GradingPilot Professional Suite v2.0 is a comprehensive educational assessment platform designed for modern educators. It combines AI-assisted content creation, professional rubric development, privacy-first student management, and efficient grading workflows.

Privacy First: All data is stored only in your browser session (maximum 1 hour). No cloud storage, no data tracking, no third-party access. Complete control of your data.

Key Features

Privacy-First Design: Session-only storage with automatic data cleanup
Secure Authentication: Clerk-powered login with session management
AI-Powered Tools: Generate rubrics and assignments with AI assistance
Professional Branding: Logo integration for institutional exports
Comprehensive Gradebook: Multi-assignment tracking with statistics
Dynamic Policies: Configurable grading scales for different programs
Excel Integration: Enhanced import with validation and error detection
Multiple Export Formats: JSON, HTML, Excel, and PDF outputs

System Architecture

Data Flow

1. Authentication → Clerk secure login
2. Session Start → Browser sessionStorage (1 hour max)
3. Data Import → Excel/JSON files processed locally
4. Work Session → All changes stored in browser only
5. Export → Save work to local files (JSON/HTML/Excel)
6. Session End → All data automatically cleared

Important: Always export your work before closing your browser! Data is NOT saved on servers and will be permanently lost when your session expires.

Quick Start Guide

Get started with GradingPilot in 9 easy steps

Create Your Account & Sign In

Navigate to GradingPilot App and sign in using Clerk authentication. Review the privacy notice about session-only data storage. Your session data expires after 1 hour of inactivity.

Always export your work regularly! Set a reminder to export every 30 minutes.

Upload Your School Logo (Optional)

Navigate to the Logo Settings tab. Upload a high-resolution PNG file (recommended). Preview the logo integration and confirm. Logos are included in all HTML and PDF exports.

Logos are stored in session only and will need to be re-uploaded when starting a new session.

Configure Grading Policies

Go to Policy Manager tab. Select your program type (Diploma, Degree, Certificate). Review or customize the grade scale, configure GPA weights and passing thresholds. Save your policy configuration.

Default Conestoga College policies are pre-loaded. Customize them for your institution.

Import Your Class List

Prepare an Excel file with student names, IDs, and emails. Test the import using Excel Import Test tab first (recommended). Then navigate to Class Manager tab and upload your validated Excel file.

Required Excel Format

Column	Example	Required
Student Name	John Doe	Yes
Student ID	1234567	Yes
Email	john@example.com	Optional
Program	Computer Science	Optional

Create Assignment Description

Go to Assignment Prompt Generator tab. Enter course and assignment details. Add CLOs/ULOs with proper numbering (1.0-15.9). Generate AI prompt for content creation. Create student-facing HTML document and export for D2L or other LMS platforms.

Build Your Rubric

Option A: Use AI Rubric Prompt Generator to create a detailed prompt, process it with ChatGPT/Claude, then import the JSON into Rubric Creator.
Option B: Build rubric manually in Rubric Creator. Configure 2-7 achievement levels, add assessment criteria, create feedback libraries, validate and export.

Start with 4-7 achievement levels for most assignments. Use feedback libraries to speed up grading.

Grade Your Students

Navigate to Grading Tool tab. Load your rubric and class list. Select a student, choose achievement levels for each criterion, add detailed feedback, apply late policies if needed, and save. Export individual reports in HTML or JSON format.

Plan for 5-10 minutes per student. Export your work every 30 minutes as backup.

Manage Your Gradebook

Go to Grade Book tab. Import your class list, create projects for each assignment, import grade data from Grading Tool, review statistical analysis, calculate final grades, and export gradebook in JSON, Excel, or HTML format.

Export and Backup Your Work

Click Export Session in the tab navigation. Save the JSON file to your computer. Export individual reports and gradebooks. Clear browser session when finished. Re-import session data when you return.

CRITICAL: Always export your work! Data is NOT saved on servers and will be lost when session expires.

Complete Tools Guide

Detailed documentation for every GradingPilot tool

AI Rubric Prompt Generator

Create detailed AI prompts to generate professional rubrics with customizable achievement levels.

2-7 achievement level templates
CLO/ULO integration with validation
AI-suggested or custom criteria
JSON output for Rubric Creator

Achievement Levels

2-Level: Unacceptable/Acceptable
3-Level: Unacceptable/Developing/Acceptable
4-Level: Unacceptable/Developing/Acceptable/Exemplary
5-Level: With Proficient level
6-Level: With Outstanding level
7-Level: With Exceptional level (Default)

Import assignment data from Assignment Generator to auto-fill fields!

Assignment Prompt Generator

Generate comprehensive assignment descriptions with AI assistance and export to HTML for LMS platforms.

AI-powered description generation
CLO/ULO management (1.0-15.9)
Program type support
HTML export for D2L
Logo integration

Workflow

1. Set course info (code, name, instructor)
2. Define assignment (title, type, weight)
3. Configure CLOs/ULOs with numbering
4. Generate AI prompt
5. Create professional HTML output
6. Export for LMS integration

Rubric Creator

Build multi-criteria rubrics with rich text editing, feedback libraries, and flexible point systems.

2-7 achievement levels
Multiplier or custom points
Rich text editing
Feedback libraries
JSON import/export
Student-facing HTML export

Point Systems

Multiplier-Based: Automatic calculation using level multipliers (0x to 1.25x)

Custom Points: Manual point ranges for each criterion level

Use rubric validation to catch errors before grading!

Class List Manager

Import class lists via enhanced Excel parsing with automatic validation and privacy-compliant handling.

Excel import (.xls/.xlsx)
Automatic data validation
Course metadata extraction
Quality scoring (0-100%)
Privacy-compliant storage
Session-only data

Validation Checks

✓ Student name format verification
✓ ID number uniqueness check
✓ Email format validation
✓ Missing data detection
✓ Duplicate entry prevention
✓ Data quality scoring

Advanced Grading Tool

Grade students with rubric-based assessment, comprehensive feedback, and professional exports.

Rubric-based level selection
Real-time point calculation
Comprehensive feedback system
Late policy integration
Auto-save drafts
Session management
HTML/JSON export

Average grading time: 5-10 minutes per student. Plan accordingly!

Comprehensive Grade Book

Track multiple assignments with statistical analysis and multi-format export options.

Multi-assignment tracking
Statistical analysis
Grade distribution charts
Weighted calculations
Letter grade conversion
JSON/Excel/HTML export

Statistical Features

• Mean, median, mode calculations
• Standard deviation analysis
• Grade distribution visualization
• Pass/fail rate tracking
• Outlier identification

Grading Policy Manager

Configure dynamic grading policies for different program types with custom grade scales.

Program type support (Degree/Diploma/Certificate)
Custom grade scales
GPA weight configuration
Passing threshold settings
Pre-loaded defaults

Conestoga College policies are pre-loaded and ready to use!

Institutional Branding

Upload your institutional logo for professional document exports with automatic optimization.

PNG, JPG, SVG support
Automatic optimization
Preview before confirming
Integration with all exports

Use high-resolution PNG files for best quality in exports!

Excel Import Testing

Test and validate Excel class list imports with real-time validation and comprehensive debugging.

Real-time validation
Data quality scoring
Error detection
Debugging tools
Format verification

Always test your Excel file here before importing to Class Manager!

What-If Grade Calculator

Explore grade scenarios and calculate what students need to achieve their target grades with weighted projections.

Real-time grade projections
Maximum achievable grade calculation
Passing threshold analysis
Interactive what-if scenarios
Weighted contribution tracking
Batch controls for missing items

Grade Projections

Current Earned: Grade based on completed work
Current Average: Average of completed items only
Maximum Achievable: Best possible outcome (100% on remaining)
Needed to Pass: Required average on remaining items

Use this tool to help students understand what scores they need on remaining assignments to reach their goals!

Export Naming Controls

Customize export filenames with automatic versioning and smart naming defaults for better file organization.

Custom filename input
Automatic version numbering
Smart naming hierarchy
Filename sanitization
Project-based defaults

Automatic Naming Hierarchy

1. Custom name (if provided)
2. Selected project name
3. Course name from metadata
4. Course code from metadata
5. Default: "grading-session"

Format: {baseName}_v{number}.json
Example: biology-final-exam_v1.json

Version numbers auto-increment with each export to prevent overwriting previous files!

Common Workflows

Step-by-step workflows for typical tasks

First-Time Setup

Duration: 15-20 minutes

Sign in to GradingPilot
Upload institutional logo
Configure grading policies
Test Excel import format
Import class list
Export session backup

Create New Assignment

Duration: 20-30 minutes

Generate assignment description
Add CLOs/ULOs
Export assignment HTML for LMS
Create AI rubric prompt
Build rubric in Rubric Creator
Validate rubric structure
Export to Grading Tool

Grading Session

Duration: 5-10 min per student

Load rubric in Grading Tool
Import class list
Grade each student
Apply feedback from libraries
Handle late penalties
Export individual reports
Export session backup every 30 min

End of Term

Duration: 30-45 minutes

Open Grade Book
Import all assignment data
Calculate weighted grades
Generate statistical reports
Review grade distribution
Export final gradebook
Archive all session data

Pro Tip: Create a checklist for each workflow and keep it handy. Export session data at the end of each step to prevent data loss!

Try GradingPilot with Example Data

Download our comprehensive example session file with fictional student data, a complete rubric, grading examples, and gradebook. Import this file to explore all features with pre-populated data.

Example Session Includes:

10 fictional students with complete profiles
Professional 6-criterion rubric for web development
3 completed grading examples with feedback
Multi-project gradebook with statistics
Course details and late policy configuration

Download Example Session (JSON)

After downloading, import via the "Import Session" button in the GradingPilot app

Troubleshooting Guide

Solutions for common issues and problems

Common Issues

Excel Import Failures

• Verify column headers match required format
• Check for special characters in names
• Ensure no empty rows in data
• Use Excel Import Test tool first
• Save file as .xlsx format

Session Data Lost

• Check if session expired (1 hour limit)
• Look for exported JSON backups
• Import previous session data
• Set reminder to export every 30 min
• Use session extension toggle

Rubric Not Loading

• Validate JSON format is correct
• Check for missing required fields
• Ensure achievement levels are valid
• Re-export from Rubric Creator
• Clear browser cache and retry

Export Failures

• Check browser popup blockers
• Ensure download permissions enabled
• Try different export format
• Clear browser cache
• Use incognito/private mode

Logo Not Displaying

• Verify file format (PNG/JPG/SVG)
• Check file size (max 5MB)
• Ensure high resolution
• Re-upload in current session
• Test with different image

Grading Tool Errors

• Ensure rubric is loaded first
• Verify class list is imported
• Check all criteria have selections
• Save draft before finalizing
• Export work before switching tabs

Need More Help? Contact support at contact@gradingpilot.com

Emergency Procedures

Session About to Expire

1. IMMEDIATELY click "Export Session" button
2. Save JSON file to your computer
3. Export any unsaved gradebook data
4. Export individual grading reports
5. Note your current tab and progress
6. Close and restart session
7. Re-import saved JSON data
8. Continue where you left off

Data Recovery

1. Check browser Downloads folder for JSON exports
2. Look for auto-saved drafts in Grading Tool
3. Check if class list is still in session
4. Re-import rubric from last export
5. Contact support with session details
6. Implement regular backup schedule going forward

Frequently Asked Questions

Answers to common questions about GradingPilot

Is my student data secure?

Yes! GradingPilot uses session-only storage. All data exists only in your browser for a maximum of 1 hour and is automatically deleted. No data is stored on servers, ensuring complete privacy and GDPR compliance.

How long does my session last?

Sessions automatically expire after 1 hour of inactivity. You can extend your session using the session toggle. Always export your work before the session expires to prevent data loss.

Can I save my rubrics for future use?

Yes! Export rubrics as JSON files from the Rubric Creator. Store these files on your computer and re-import them in future sessions. You can build a library of reusable rubrics.

What Excel format is required for class lists?

Excel files (.xls or .xlsx) with columns for Student Name, Student ID, and optionally Email and Program. Use the Excel Import Test tool to validate your file format before importing.

Can I use GradingPilot offline?

No, GradingPilot requires an internet connection for authentication and initial loading. However, once loaded, most features work without constant connectivity.

How many achievement levels should I use?

For most assignments, 4-7 levels work best. Use 7 levels for complex assignments requiring nuanced assessment, and 3-4 levels for simpler tasks. The default 7-level system provides excellent granularity.

Can I export to my LMS (D2L, Canvas, Moodle)?

Yes! GradingPilot exports professional HTML documents that can be uploaded to any LMS. Assignment descriptions and student-facing rubrics are formatted for D2L and other platforms.

What happens if I forget to export my work?

Unfortunately, if your session expires without exporting, all data is permanently lost. This is by design for privacy protection. Always set reminders to export every 30 minutes during grading sessions.

How do I use the AI features?

The AI Prompt Generators create detailed prompts that you copy and paste into AI tools like ChatGPT or Claude. The AI generates content based on your specifications, which you then import back into GradingPilot. The AI tools themselves are not built into GradingPilot.

Is GradingPilot really free?

Yes! GradingPilot Professional Suite v2.0 is completely free to use. No credit card required, no hidden fees, no subscription. Just create an account and start using all features immediately.

Best Practices & Tips

Expert recommendations for efficient grading workflows

Time Management

Plan 5-10 minutes per student for grading
Export work every 30 minutes
Grade in batches of 10-15 students
Take breaks between batches
Set timer reminders for exports

Data Safety

Export session data before switching tabs
Keep backup copies of all JSON exports
Test imports before using in production
Name export files with dates
Create folder structure for organization

Quality Assurance

Validate rubrics before grading
Test with sample student first
Review statistical reports for outliers
Double-check final grade calculations
Proofread feedback before finalizing

Efficiency Tips

Build comprehensive feedback libraries
Reuse rubrics across semesters
Upload logo once per session
Use keyboard shortcuts when available
Keep frequently-used files accessible

Expert Tip: Create a master checklist for each grading session and keep it visible. Include reminders for exports, breaks, and quality checks. Consistent workflow prevents mistakes!

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