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HUMBLE INDEPENDENT SCHOOL DISTRICT
Data Quality Department
Grade Reporting
Manual
DATA QUALITY DEPARTMENT
Grade Reporting Manual
Humble Independent School District
20200 Eastway Village Drive• Humble, TX 77338
Phone 281.641.1000
Elementary Support – Tanya Mizler 281-641-8056
Secondary Support – Debra Palms 281-641-8055
Updated October 18, 2013
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Table of Contents
GRADE REPORTING FOR TEACHERS
3
How to Use This Manual
District Grading Policy
Logging Into Teacher Access Center
Navigating the Home Page
Viewing and Creating Class Lists
Setting up Categories in Gradebook
Creating Assignments
Entering Student Grades
Uploading Grades for PROGRESS REPORTS
Uploading Grades for REPORT CARDS
Grade Verification Process (for Teachers)
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4
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12
13
16
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27
34
38
41
CAMPUS GRADE PROCESSING
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Preparing Data for Grade Processing
2013-2014 REPORT CARD CHECKLIST
Running the Scheduling Synchronization Utility
Running the “Mark Issued By” Report
Running the “Class Attendance to IPR” Report
Running the “Missing Submissions” Report
Load Unposted Averages
Running the Mark Summary Report
How to Print Interim Progress Reports and Report Cards
Printing Grade Verification Sheets
Printing Report Cards
Documentation Requirements for Grade Verification
Teacher Gradebook v2 Report
Gradebook Override By Campus v2 Report
End-of-Semester Grade Processing
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44
45
46
48
48
50
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52
54
55
56
57
59
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APPENDICES
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Appendix A - Sample Documents
SAMPLE MARKS ISSUED BY REPORT
SAMPLE SCHEDULING SYNCHRONIZATION REPORT
SAMPLE MISSING SUBMISSIONS REPORT
SAMPLE MARK SUMMARY REPORT
SAMPLE TEACHER GRADEBOOK V2 REPORT
SAMPLE GRADE OVERRIDE BY CAMPUS REPORT
Appendix B: Reference Documents
2013-2014 GRADING PERIODS
2013-2014 IPR/RC SCHEDULE
SEMESTER YEAR-END CHECKLIST
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64
65
66
67
68
69
70
71
72
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ELEMENTARY SCHOOLS
SECONDARY SCHOOLS
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Grade Reporting for Teachers
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his manual will cover an array of information concerning the processing of scheduling
data. Topics will include grading policy and procedures for recording grades in the
student information system. Also included are hands-on activities to practice data
entry into the student information system..
How to Use This Manual
The “icon key” at left helps guide you to specific sections of the manual for quick reference.
Keyboard and workbook exercises are provided throughout the manual to help reinforce
learning. Other information is flagged as Items for Review. While all material in this manual
will be used to test your knowledge, you can expect to see specific questions on the exit exam
on certain key topics.
Icon Key
Keyboard Exercises
Workbook Exercises
Items for Review
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District Grading Policy
E L E M E N T A R Y
S C H O O L S
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Elementary Schools
Progress Reports
Progress reports will be sent to parents of students whose grade average is at or near
failing or if a grade has declined the equivalent of two letter grades. These reports are
sent the middle of each nine-week grading period or as needed.
Report Cards
To receive grades, students must be enrolled one-half of a reporting period plus one day
so the teacher will have time to fairly evaluate the student.
Grading Policy
The Humble Independent School District affirms its stand on academic emphasis in the
grading procedures. The actual grade reflecting the student’s relative mastery of an
assignment will be recorded and averaged to determine nine weeks grade.
Students in pre-kindergarten, kindergarten, first and second grades will be evaluated using
a developmental continuum. The following grading scale is used in grades 3-5 to assess
reading, composition/grammar, spelling, mathematics, science and social studies:
90-100 - A
80-89 - B
75-79 - C
70-74 - D
0-69 - F
The comprehensive performance of students in second grade will be assessed for physical
education, music, penmanship, science, social studies, art, health, PE conduct, music
conduct, and classroom conduct using the following scale:
E (excellent)
N (needs improvement)
S (satisfactory)
U (unsatisfactory)
The comprehensive performance of students in grades 3-5 will be assessed for physical
education, music, penmanship, art, health, PE conduct, music conduct, and classroom
conduct using the following scale:
E (excellent)
N (needs improvement)
S (satisfactory)
U (unsatisfactory)
Work habits influence academic performance, and thereby influence mastery of the
essential elements of the curriculum. The assessment of these learner characteristics is
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(Humble ISD, Student-Parent Handbok, 2012)
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based on teacher observation of established expectations. Social behavior is related to the
conduct grade recorded. Conduct grades are based on the student’s compliance with the
Humble ISD Discipline Plan and the rules of the campus and classrooms. Participation
plays an important part in computing E, S, N, and U grades. Inappropriate attire impacts
participation and jeopardizes safety.
Re-teaching and Reassessment
The intent of Humble Independent School District’s re-teaching reassessment policy is to
ensure that students have an opportunity to master the District’s curricular objectives. Reteaching in the District may be integrated into lessons during guided practice and may be
a part of the explanation phase when checking for understanding is done. The teacher
will determine when re-teaching should be scheduled. For critical skills, it will be done
immediately; for recurring skills, it may be deferred.
After re-teaching, the teacher may use a variety of reassessment techniques to determine
mastery. These techniques may include oral questioning, observation, retesting,
demonstration, an additional assignment, or an alternative for the assignment. This
applies to all forms of assessment.
Reassessing Individuals
Individual campuses have developed reassessment guidelines that are supportive of
academic achievement. Please visit your student’s campus website for additional
information regarding individual reassessment policies.
The District’s re-teaching-reassessment policy shall ensure that students have an
opportunity to master the district’s curricular objectives. Re-teaching shall be integrated
into lessons during guided practice and may be a part of the explanation phase when
checking for understanding is done.
After re-teaching, teachers may use a variety of reassessment techniques to determine
mastery. If a teacher chooses to reassess individuals to determine mastery, the higher of
the two grades shall be used in calculating the grade cycle average.
Reassessing Groups
An entire class or group will be re-taught and reassessed when the teacher determines
that half (50%) or more of the class have failed to perform at mastery level (70%). The
higher of the two grades shall be recorded for each class member.
Tutorials
The purpose of tutorials is to provide additional direct instruction and other assistance
for students who are experiencing difficulty in the regular classroom. Teachers may
identify and recommend students for tutorials. Additionally, students and parents can
request additional instructional support through the tutorial program. If you plan to
participate in the tutoring program, please notify the teacher.
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Late Work Policy
Assignments and tests must be completed and turned in on the assigned date in order to
receive full credit. Individual campuses have developed late work procedures that are
supportive of academic achievement. Please visit your student’s campus website for
additional information regarding late work procedures.
Grade Placement
The school district has established policies on promotion, retention, and placement of
students. Any student, in kindergarten through grade five, who does not meet academic
proficiencies at the end of the academic school year, may be referred to the Grade
Placement Committee (GPC.) The decision to promote, retain, or place students with
disabilities will be the responsibility of the ARD committee.
A student may be promoted only on the basis of academic achievement or
demonstrated proficiency of the subject matter of the course or grade level
(Section 28.021, (a) Texas Education Code).
Kindergarten
A student in kindergarten whose literacy level and/or math level is sufficient for success
in first grade is promoted to first grade. A student in kindergarten whose literacy and/or
math level is not sufficient for success in first grade should have his/her progress
reviewed by the campus Grade Placement Committee, with decision for placement or
retention based on developmental readiness and academic skills.
First Grade
The expectations for a first-grade student to be successful in second grade include: 1st
Grade – Text level reading – DRA 16 (I). A student in first grade whose literacy level
and/or math level is sufficient for success in second grade is promoted to second grade.
A student in first grade whose literacy and/or math level is not sufficient for success in
second grade should have his/her progress reviewed by the campus Grade Placement
Committee, with decision for placement or retention based on developmental readiness
and academic skills.
Second Grade
The expectations for a second-grade student to be successful in third grade include: 2nd
grade – Text level reading – DRA 28 (M). A student in second grade whose literacy level
and/or math level is sufficient for success in third grade is promoted to third grade. A
student in second grade whose literacy and/or math level is not sufficient for success in
third grade should have his/her progress reviewed by the campus Grade Placement
Committee, with decision for placement or retention based on developmental readiness
and academic skills.
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Third Grade
A third-grade student is promoted to fourth grade when:
• the final grade for language arts is 70 or above
(Formula – 50% Reading, +40% Language Arts, +10% Spelling = Average
Language Arts Grade.) AND
• the final grade for mathematics is 70 or above AND
• final grade average for language arts, mathematics, science, and social studies is 70
or above
A third-grade student who does not meet the above criteria will be retained and remain in
third grade.
Fourth Grade
A fourth-grade student is promoted to fifth grade when:
• the final grade for language arts is 70 or above
(Formula – 50% Reading, +40% Language Arts, +10% Spelling = Average
Language Arts Grade.) AND
• the final grade for mathematics is 70 or above AND
• final grade average for language arts, mathematics, science, and social studies is 70
or above
A fourth-grade student who does not meet the above criteria may be placed in fifth grade
by a campus Grade Placement Committee.
A fourth-grade student who does not meet the above criteria will be retained and remain
in fourth grade.
Fifth Grade
A fifth-grade student is promoted to sixth grade when:
• the student passes the reading portion and the mathematics portion of the fifth
grade STAAR beginning in 2013 AND
• the final grade for language arts is 70 or above
(Formula – 50% Reading, +40% Language Arts, +10% Spelling = Average
Language Arts Grade.) AND
• the final grade for mathematics is 70 or above AND
• final grade average for language arts, mathematics, science, and social studies is 70
or above
A fifth-grade student who does not meet the above criteria may be placed in sixth grade
by a campus Grade Placement Committee.
A fifth-grade student who does not meet the above criteria will be retained and remain in
fifth grade.
Special Education Students
The decision to promote, retain, or place students receiving special education services
will be the responsibility of the ARD committee.
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Limited English Proficiency Students
The decision to promote, retain, or place LEP students will be the responsibility of the
Grade Placement Committee after consulting with a member of the LPAC committee.
S E C O N D A R Y
S C H O O L S
Secondary Schools
Progress Reports
Progress reports will be distributed following the end of the third week and sixth week of
each grading period that coincides with the UIL eligibility calendar for all students in each
subject.
Report Cards
Report cards are issued for each nine-week grading period.
Determining Grades
Grades are based on combinations of the following:
• Tests administered during the grading period
• Notebooks, reports, and other class projects
• Classroom participation, daily work, and homework
• Quality of work
• Promptness in fulfilling assignments
No test or assignment will count more than one-fifth (20%) of the nine-week
average. Actual grades earned will be entered in the grade book and those grades
will be used to calculate the nine-week average.
Final Exams
In High School, final exams will count for 20% of the semester average in all courses
except End-of-Course assessed courses (See End-of-Course Assessed Courses for 2015
Cohort and Above.) Students in middle school taking high school credit courses that are
not EOC-assessed courses will have their finals count as 20% of the semester grade. In
courses where no final exams are required or where the student has the opportunity to
exempt the final exam, the grades for the nine-week grading periods will be averaged
equally. The actual score on the comprehensive final will be recorded to help determine
the semester average.
Students enrolled in course requiring an EOC assessment (2015 cohort and above) will be
administered a summative assessment during the final exam week. The summative
assessment will be included in the grade calculation for the second nine-week grading of
each semester.
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Middle School Semester Course Grade Calculation
For Middle School Campuses, the semester grade will be the average of the two nineweek grades.
Example: Final Grade Determination (Semester Average)
Step 1:
Determine the average for the two nine-week grading periods
1st Nine Weeks
85
2nd Nine Weeks
75
Total: 160 / 2 = 80
For this example, the student’s semester average would be 80.
High School Semester Course Grade Calculation (When final exam is taken)
In high school courses for which a final semester exam is taken, the semester grade will
be calculated as follows:
(Avg. of 1st and 2nd 9 Weeks) * 80% + Final Exam Grade * 20% = Semester Grade
Step 1:
Determine the average for the two nine-week grading periods:
Example: Final Grade Determination (Semester Average)
1st Nine Weeks
92
2nd Nine Weeks
93
Total:
185 / 2 = 92.5
Rounded to the nearest whole number: The average of the two nine weeks is 93.
Final Exam Grade
85
Step 2:
Weight the grades:
The two nine-week average is 80% of the final grade:
The final exam is 20% of the final grade:
For this example, the Semester Average would be 91.
93 x .8 = 74
85 x .2 = 17
End-of-Course Assessed Courses for 2015 Cohort and Above
For the 2015 cohort (students who enter 9th grade for the first time in the 2011-2012
school year) and above, the following is a list of EOC-assessed courses:
Algebra I
Geometry I
Algebra II
English I
English II
English III
Biology
Chemistry
Physics
World Geography
World History
U.S. History
Based on the guidance by TEA and TASB which requires the score on the STAAR EOC
assessment to count as 15% of the final course grade for EOC-assessed courses, a
student’s final grade will be calculated as follows:
(Avg. of 1st and 2nd 9 Weeks) * 85% + EOC Score * 15% = Semester 1 Grade
(Avg. of 3rd and 4th 9 Weeks) * 85% + EOC Score * 15% = Semester 2 Grade
The average of the two semester grades will be the Final Course Grade.
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NOTE: The student’s semester or final course grades will not be calculated until the
EOC scores are received at the end of the school year.
In a two (2) semester course, one (1) credit will be earned if the combined average of the
two (2) semester grades in that course is 70 or greater. Partial credit (.5 credit) shall be
earned by a student who earns a passing grade for one semester, fails the other, and the
average of the two (2) semesters in that course is lower than 70. NOTE: For End-ofCourse Assessed courses, credit will not be awarded for the course until after the EOC
results are received and calculated into the semester averages at the end of the school
year.
Pass/Fail Credit Courses – High School
A student may take a total of four 1-year courses (8 semesters) for pass/fail credit in their
junior and/or senior year only. This option is available for any course above and beyond
graduation requirements. Any course taken on a Pass/Fail basis will not be included in a
student’s grade point average (GPA) determination.
Grade Equivalent and Conversion Scale
Grades from other schools will be converted to Humble Independent School District
grading scale as stated in the following policy. The Texas State Scale will be used when
letter grades are given.
A = 90 – 100
C = 75 – 79
F = 69 and
below
B = 80 – 89
D = 70 – 74
•
•
•
Numerical grades and award of credit will be accepted from other districts
as they are printed on the official transcript of the sending district. A
student who transfers to Humble Independent School District with
numerical grades that are not passing in the sending school does not
receive credit or grade points in Humble ISD schools for those courses.
If transfer grades from other school are reported in letter grades or
percentages, Humble ISD schools will honor the conversion scale of the
sending school if it is printed on the official transcript of the student or
provided in writing from an official of the sending school.
If transfer grades from other schools are reported in letter grades or
percentages and no conversion scales is provided from the sending
school, grades will be converted to the State and Humble ISD grades
conversion scale as follows:
Letter Grade:
Numerical Grade:
A+
99
A
95
A92
B+
88
B
85
B81
C+
79
10
•
C
77
C75
D+
74
D
73
D71
F
69 and below
If a student transfers from a school out of the country and the transcript
reflects a grading scale different from the circumstances stated above,
every effort will be made to convert the grades as closely as possible to
Humble ISD’s grading scale.
Conduct Grades
E = Excellent
S = Satisfactory—The student has a fine attitude, is cooperative, and generally
conforms to school rules and regulations.
N = Needs Improvement—The student is uncooperative and his/her attitude is
poor. He/She disrupts class and shows little respect for school rules and
regulations. (Suggestion: Referrals to the office may have been given. Parent contact is
required.)
U = Unsatisfactory—The student will not take steps for correcting unacceptable
behavior. He/She is uncooperative and shows no respect for school rules and
regulations.
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Logging Into Teacher Access Center
How to launch the gradebook from a district computer
1.
Locate the eSchool TAC icon on your desktop
and double-click.
2.
Enter your User Name and password (same as Novell and Groupwise).
3.
NOTE: Never utilize the “Remember my password” option or share your
eSchool password with anyone. It is important to keep your eSchool access
secure.
How to launch the gradebook from home
1. Open an Internet Explorer session and navigate to the URL:
https://esapp.humble.k12.tx.us/tac (Make sure you put the ‘s’ in https)
OR you can access the link for “eSchool Teacher Access” on the district web site
under the employees tab.
2. Enter your User ID and Password.
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How to put a gradebook shortcut on your desktop at home
1.
Open the gradebook using the instructions above.
2.
Click and hold the icon in the address bar, then drag it to your desktop. This will
create a shortcut on your machine.
3.
Right-click on the newly created shortcut, select Rename, then enter Teacher
Access Center.
Navigating the Home Page
The Home Page is divided into 6 sections:
1. Title Bar
2. Navigation Bar
3. My Classes
4. My Messages
5. My Reports
6. News
Navigation Bar
Title Bar
My Classes
My Messages
My Reports
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News
The Title Bar
The title bar contains 3 buttons on the top right side. These buttons are available on
every page in the Teacher Access Center.
HELP
PRINT
Click the Help button to get online support. These support documents are very helpful
and contain useful information about the gradebook. NOTE: This is the eSchool
general help and may occasionally vary from Humble ISD practices.
Click the Print button to print the page that you are currently displaying.
Click the Home button at any time to return to your Home page.
The Navigation Bar
Click on each item in the Navigation Bar to display the page. Each item listed in the
Navigation Bar will be fully explained in this reference guide.
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HOME
At times, you may wish to hide the Navigation Bar in order to give you more working
and viewing space. Just click the Max button at the top left side of the navigation bar.
To display the Navigation Bar again, just click the Restore button.
My Classes
Each row contains information and hyperlinks for each class that you teach. If you teach
classes at multiple buildings, all classes from all buildings will be displayed in this area.
My Messages
Information relating to adds and drops to classes is displayed in this section. To delete
items, place a check in the right-most box, then click the Delete button.
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My Reports
This section will hold reports generated by the gradebook program. To delete reports
from the list, place a check in the right-most box, then click the Delete button. To select
all reports for deletion, click the All button in the column header. To deselect all, select
the None button.
News
Check this section every time you log in to get the latest message relating to the
gradebook. Items listed under News will include instructions, deadlines, announcements,
etc.
Viewing and Creating Class Lists
How to View a Class List
1. From the Teacher Access Center home page, find the appropriate row for the
class, then click on one of the the ‘List’ hyperlinks in that row.
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2. Click the hyperlinked student name to view summary information for that
particular student, such as demographic, schedule or attendance information.
3. To create a pdf list of all the students in this section, click the Report button at
the top of the screen.
4. You also have the option of creating a customized report with the information
you want to appear and with a grid and selection of number of columns. Choose
the “Show Options” button on the top of the screen.
Highlight the information you want displayed. By checking the Display Grid
option, you can create a number of blank columns to use as a grade or attendance
sheet. You can also select the Display Attendance Dates to have selected dates as
column headers.
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5. The Gradebook also includes the option to create a seating chart. If student
photos have been loaded into eSchool, the searing chart can be created to display
student photos.
6. Click the My Classes button at the top of the screen (or the Home button) to
return to the Home Page view.
Setting up Categories in Gradebook
Before entering assignments for a particular class, you must have your categories set up.
The categories and weights that you will use will depend on your teaching subject and are
subject to district guidelines, especially in the core subject areas. Before setting up your
categories, make sure you are aware of which categories to use for your course:
 Formative: Includes homework, class work, may include quizzes, etc.
 Summative: This category is for major assessments, such as tests or
major projects.
 Summative Link: Allows you to link multiple assignments (such as
quizzes or parts of tests) into one summative grade.
 All Work: This category can be utilized for those situations where all
work will count equally.
Also, you will need to find out the category weights for your subject area (Example:
Summative – 40% , Formative – 60%). To set up categories, you should be in the My
Classes screen (see step #6 above).
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NOTE: Before the start of the school year, your courses may not be visible on your My
Classes screen if the “Current MP” view is selected. You can change this using the dropdown menu and selecting “All.”
1.
Click on the Def link for the class you wish to set up.
2.
Select the Categories tab.
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3.
The Calculate Average Using Total Points should never be checked, as this
will over-ride the use of category weights. Also, since the Semester Exam is
incorporated into the eSchool setup, you will not utilize this selection either.
4. Enter a check in the box beside the category you want to set up. In the Weight
column, enter the decimal value of the weight (ex., for 25%, enter 0.25).
(NOTE: After you complete the setup of categories, the percentage in the
Percent column should add up to 100%, if the categories have been set up
properly.)
5. In the Drop Lowest column, the default is selected at “0”. This selection is
used if you wish eSchool to drop one or more of the lowest grades for the
grading period in this category. For example: If set to 2, the two lowest
grades for a student in this category will be dropped. The lowest score is
defined as the lowest percentage score. For example, if you choose to drop the
lowest summative score, and a student earned 4 out of 5 on a quiz and 20 out
of 100 on a test grade, the test grade would be dropped. Also, scores are not
dropped until you have entered one more than the number entered in the Drop
Lowest field.
Be careful when changing this selection from the default to make sure that
dropping one of the assignments will not impact the overall weight of the other
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assignments in the category. Remember, the district policy is that no single
grade can be worth more than 20% of the nine weeks’ average. Also, your
campus or the district may have a required minimum number of formative or
summative grades for each nine week period.
6. DO CHECK ANY OF THE MARKING PERIODS. By making no selection
here, it will default to both marking periods in the semester. This will be a
choice if you want to make changes to the “Drop Lowest” column for one of
the marking periods, but not the other.
7. In the Exclude Missing column, the default is set to “Exclude missing scores
from the average.” This default selection should be used. The drop-down
menu allows the option of “Missing scores count as zero (0) in the average.”
However, it is not wise to select this option because it will fill each column
with zeros every time you enter a new assignment into the grade book. This
would be alarming for parents and students monitoring grades. The default
setting of “Exclude missing scores from the average” should be utilized and
any zeroes you wish to have in the grade book should then be manually
entered.
8.
Follow the above process to set up additional categories as needed.
Note: If you want to change the weight of the category, drop a different number of
lowest scores, or change how missing scores are processed for a marking period, you
would add a row for the specific marking period you wish to change. See instructions
below.
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Varying Category Averaging Options by Marking Period
The eSchool grade book allows you to change some of the selections in a category for
one specific marking period. You can define a different weight, drop a different
number of lowest scores, and process missing scores differently for a category for one
or some of the marking periods. For example, in marking period 1 you might only
drop one score because you have less assignments in the marking period and in
marking period 2 you might drop three scores because you have three assignments that
many students failed.
There are two tabs where you can change how a category is averaged.
•
On the Categories tab, you can specify how the category should be averaged on the All
tab and how the category's settings should default for report card averages that are based
on Gradebook categories.
•
On the Report Card Average tab, you can edit the average options for a mark type that
is calculated based on Gradebook categories. On this tab, you can enter a check in the
Override box to specify different settings for each category.
Varying the Default Category Settings by Marking Period
On the Categories tab of the Define Assignments page, you can specify how a
category should be included in Gradebook averages. Gradebook will use the settings
for the Default row (where the Marking Periods field displays Default) unless you add
a special row for the particular marking period.
To add a row to specify options for a marking period:
1. Click Edit on the Default row.
2. Change the values on the row as desired.
3. In the Marking Periods column, select the marking period(s) to which you want
to apply these settings.
4. Click Save.
To add a marking period to an existing row:
1. Click Edit on the marking period row with the settings you want to use.
2. In the Marking Periods column, select the marking period(s) you want to add.
3. Click Save.
To remove the specific settings for a marking period:
1. Click Edit on the marking period row with the settings you want to remove.
2. In the Marking Periods column, uncheck the box for the marking period(s) you
want to remove.
3. Click Save.
Note: If you no longer want to include the category in Gradebook averages for
any marking period, you can uncheck all of the boxes in the Marking Periods
column, then click Save, or uncheck the box in the Include column.
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Creating Assignments
1.
From the Teacher Access Center home page, click the ‘Def’ hyperlink in the
appropriate row.
2.
The Assignments tab is used to define assignments within a specific category.
Selections with a red asterisk are required.
Enter the date of the assignment in the Date Assigned column in the format
MM/DD/YYYY (or select from the calendar icon).
3.
Enter the Date Due in the format MM/DD/YYYY (or select from the calendar
icon). This is a required field. NOTE: Choose your due date carefully. The
eSchool grade book will not include the grade into the current average if
the due date for that assignment has not yet arrived.
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4. Select the category for this assignment, if it should be summative, formative, all
work, etc., based on the setup of your categories for your subject area. Be sure to
choose correctly if you have both summative and formative, as it will impact the
grade calculation significantly. This is a required field.
5. Do not ever use the Extra Credit feature.
6. Name the assignment – be as descriptive as you can. This is a required field.
Use the More link to add more information to the description. For example, if
the name of the assignment is Vocabulary Quiz on Chapter 3, you can use the
More button to list the vocabulary words.
7. Enter the point value for the assignment. This is a required field.
NOTE: Unless you have a specific plan for varying the weight of assignments
within a category utilizing the total points, it is best to always leave your point
value at 100. If you use varying points for your assignments, it will impact the
overall weight of each individual assignment. For example, a summative
assignment with an assignment point value of 20 will be worth only 1/5 of a
summative assignment with a point value of 100.
8. The Weight column should usually be left at the default of 1. Unlike the weight
field in the category setup, this is the relative assignment weight and is used to
determine the number of times a particular assignment will count in the overall
average. Assignments can be set up to more than once or even less than once
(using a decimal); however, you must use great caution when changing the
assignment weights so that you adhere to district guidelines. Setting a summative
assignment weight higher than 1 could cause that summative grade to be worth
more than the district’s requirement that no grade count more than 20% of the
overall six weeks’ average.
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9. A new feature in eSchool is the “Cannot be Dropped” column. If you set up one
or more categories to drop one or more of the student’s lowest grades, checking
this box allows you to protect any assignments that you do not wish to include in
the assignments that could be dropped.
10. Check the ‘Publish Item’ box when you are ready for the assignment to be
displayed in the Home Access Center (for parents to see). Check the Publish
Scores box when you are ready for the assignment scores to be displayed in
Home Access Center. When these boxes have been checked and saved, the green
check marks will be displayed in both columns. Often when parents notify the
school that the student has no grades displayed for a particular class, the cause is
merely that the teacher failed to check these two boxes, so the assignments were
not visible to the parent.
11. Click the Save hyperlink. Clicking the Save link also enables the Files icon. The
Files icon allows you to attach a document to an assignment if you want to
provide an electronic copy of the assignment. This document would be
accessible through the Home Access Center.
Upload Files icon
How to Edit an Assignment Definition
After an assignment has been saved, changes can be made to the assignment definition.
1.
Click the Edit link at the far right for the assignment you wish to edit.
25
2.
Make the necessary changes to each field, then click the Save link or Cancel to
keep your original entry.
How to Delete an Assignment
Clicking the Delete link will delete an assignment that has already been saved. NOTE:
Assignments that have scores entered cannot be deleted unless the scores are
deleted first. In these cases, the Delete link will not be visible. Scores must be deleted
for all students, including withdrawn students. If the delete link is still not visible after
you have deleted student scores, check to see if you have any withdrawn students who
have grades entered in that assignment. To do this, click on the “Show Withdrawn
Students” drop-down menu in the Scores screen and select either the alphabetical or
group display. Remove any grades entered for the assignment you wish to delete. When
all scores have been removed, the Delete hyperlink will then appear next to the
assignment.
26
Entering Student Grades
Before you can enter scores (grades), you must first define the assignment.
1. From the Teacher Access Center home page, click the Score link for the
appropriate class.
2. lick on the “All” tab to view all assignments that have been created. Clicking on
the individual tab for the individual categories (S – Summative, F – Formative, W
– All Work) will allow you to view only the assignments in that category.
27
3. Click in the appropriate assignment column and enter each grade in the
corresponding student row. Grades are automatically saved when entered.
4. If you wish to view scores entered for a student who is currently withdrawn,
use the drop-down menu to include withdrawn students either alphabetically or as
a separate group.
If you want to view a single student,
click any score on that student’s row,
then click the Show Only Selected
Row checkbox.
IMPORTANT NOTES
As student scores are entered, the student’s cumulative average automatically
updates. The student’s average is not calculated if the assessment being entered has
not yet reached the specified due date. The Notes icon will allow you to enter notes
about individual students. Grades are automatically saved upon entry.
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Explanation of the Scores Legend
Yellow:
You have entered a number or letter that is not correct--either a number
over 999.99 was entered or an alpha mark that is not valid (i.e., a letter
other than E, S, N, or U).
Pink:
If you set up the category to drop one or more of the lowest grades, the
grade(s) being dropped for each student will have a pink background.
Blue:
If you enter a score that is greater than the possible point value for the
assignment, the background will be blue. This may not be incorrect, if
you permit extra credit points to be included.
Red Text:
If you enter a comment for the student for this assignment, the grade will
be displayed in red. Click on the Score column and then click Comments
to display the comment.
Green:
If you enter a grade greater than 100, the grade will be in green.
Navigating Between Screens
Use the option buttons near the top of the score entry page for the following:
My Classes
Returns you to the Teacher Access Center home page.
Assignments
Returns you to the list of assignments.
Printable
Displays a printer-friendly version of the score entry page.
Student Detail
Creates a PDF report for each student displaying their
29
current grades with more detail and the option for a
signature line.
Missing scores
Displays a PDF document for selected student(s) of
missing assignments. Only assignments with a blank grade
will be displayed (not if an X, Z, or A has been entered or
a numeric value).
Assignment Averages
This options allows you to create a report for any student
in pdf format with their assignment averages and a bar or
pie chart display.
Student Aliases
Allows the teacher to specify aliases in place of a student’s
name to provide anonymity when posting grades and also
to set an order for the students to be displayed (so it is not
alphabetical).
Default Grade
Allows you to mass-enter a selected grade for all students
or for all blanks in the column.
Comment
Allows the teacher to enter a comment on the particular
assignment highlighted, with the option to publish to the
Home Access Center (HAC) for a parent to view.
Averages
Displays a report showing each student’s average in the
class with an option to export to Excel.
Score Threshold
Allows you to set a percentage or point threshold, then
compiles a report of all students whose grades fall below
that threshold.
How to Mass Enter a Grade
This feature will allow you to quickly enter a default score for all students for any
assignment.
1. From the Home Page, click the Score link on the appropriate row.
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2. Click the assignment column for the assignment you wish to enter a default grade.
(Hover the mouse over the column header to view assignment description.) The
assignment column will be highlighted.
3. Click the Default Grade button at the top.
4. Enter the Default grade, then click the Assign button.
5.
This option can be used even if not all students will receive the default grade by
overwriting any student grade that is different than the default.
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How to Copy Assignments from one Class to Another
Use this feature with caution!
1. From the Home Page, click the Def link for the class where the categories and/or
assignment(s) are defined. This is your “Copy From” course.
2. Click the Copy button at the top or bottom of the page.
3. Under Copy Options, set Copy Direction to ‘To Courses’. Choose the Copy Type
‘Categories and Assessments’ and select the appropriate Marking Period. If you have
attachments with the assignment, put a check in the ‘Copy Assessment Attachments’
box.
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4. In the ‘To Course’ area, put a check by the course or courses to which you want
the categories and/or assignment(s) copied. NOTE: Do not include the course
that you are copying from or you will get duplicated entries for that course.
5. At the very bottom of the screen, you will see the “Categories and Assessments”
area. Enter a check in the appropriate boxes to select the categories and
assignments you want to copy.
 To copy all categories, click All in the header row at the top of the list of
Categories and Assignments.
 To copy a category and all of its assignments, click All in the header that
displays below the row of the category you want to copy.
6. Click the Copy button at the top or bottom of the window.
7. Click the My Classes button and verify that the assignments were copied.
Please use caution when copying assignments. It is easy to make a mess of
your gradebook very quickly when this feature is used incorrectly.
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Uploading Grades for PROGRESS REPORTS
In eSchool, progress reports are called “Interim Progress Reports” or IPR. You will see an
IPR link on the home screen that you will use to submit your progress report grades. Also, the
IPR list box at the top of the screen shows you the progress report dates for the upcoming
year. The current run date is listed as the default setting.
For secondary schools utilizing the nine week schedule, progress reports will be uploaded and
sent at the three week and six week marks. For elementary schools, progress reports are sent at
the mid-point of the nine weeks. Please see Appendix A for the 2012-2013 progress report
and report card schedule for secondary and elementary schools. NOTE: Your campus
gradebook administrator will communicate to you the timeline for uploading both progress
report grades and report card grades.
Follow these steps to upload your progress report grades:
1.
Make sure all grades for the progress report are entered in the grade book and
have the correct dates.
To check this, click the Score link on the Teacher Access home page. Each progress report
will have a tab that houses all the assignments that will be counted in the progress report
average. Click the tab at the top right that has the label “PROG” with the date. Remember,
only assignments that have due date4s up to the IPR run date will be included in the progress
report average.
In the example above, the first progress report date is September 9. However, one of the
assignments has a due date of September 12. When the PROG (9/9) tab is selected, it will not
display any assignments that fall beyond that date and shows the progress report grade that will
be uploaded.
Assignment dated
9/12 no longer
appears.
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If you click on the PROG tab to utilize this view, remember to select the second tab so that al
your assignments with later due dates will be visible again.
2.
Make sure all grades are correct and there are no averages greater than 100.
There should be no progress report average over 100. Any average over 100 (as a result of
extra credit or for some other reason) must be corrected.
3.
From the “My Classes” screen, click on the IPR hyperlink for the class you
wish to upload OR from the Score screen, you can select the “Enter Interim
Progress” on the Navigation Menu Bar. NOTE: Be sure to choose the IPR
link and not the RC link!
4.
Click on the “Load From Gradebook” link.
Make sure the correct IPR run date is showing at the top. Click the “Load From Gradebook”
button.
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The progress report averages will fill the columns. To overwrite an average, just click on that
grade and type in the new grade. The overwritten grade will show on the progress report.
5.
Enter conduct grades for each student.
You can either enter the conduct directly (E, N, S,or U) or use the drop-down menu, which
displays the dialog box shown below. Be sure to click on the “Save” button when finished.
36
6.
When all conduct has been entered and grades are verified, click the Save
button at the top or bottom of the screen.
7.
You may wish to use Print icon at the top of the screen
to print a copy of what you uploaded for your own records.
8.
When you return to the Home screen, a green check will now appear next to
the IPR link for the course you have uploaded. NOTE: If you make any
additional changes to your gradebook, YOU MUST UPLOAD TO THE IPR
LINK AGAIN.
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Uploading Grades for REPORT CARDS
Before uploading grades for report cards, check each of the following:
 No grades are overlooked and left blank.
 IMPORTANT: Verify that you have a sufficient number of grades that no one grade
counts more than 20% of the nine weeks’ average. You should have a minimum of
four summative grades if weighted equally. If you have changed the assignment
weights of your summative grades or have varied point values, be sure to check that
they count 20% or less of the overall nine week’s grade. Please see your gradebook
administrator if you are uncertain.
NOTE: Clicking on the “S” or “F” tab on
the Scores page will display only your summative
or formative grades.
 No nine week’s average can be more than 100%. If you have given extra credit
which has resulted in student to have an average over 100, you will need to adjust the
grade to be 100.
 If you will be accepting late work for any student, enter an incomplete (I) on the RC
screen for the student’s nine weeks’ grade. However, except in extenuating
circumstances which you have communicated with your gradebook administrator, all
incompletes must be cleared within one week to maintain UIL eligibility.
After you have verified the above items, you can proceed to upload your grades. You can
either access the RC hyperlink from the Home screen OR, from the Score screen of the class
you wish to upload, you can use the “Enter Report Cards” selection on the Navigation Bar.
NOTE: Make sure you select the “RC” link, and not the IPR link.
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1.
From the RC screen, click the “Load From Gradebook” button.
marking period average will populate the MP column.
2.
Make any changes, if necessary. To make a change, just type over the
calculated average, and make sure a check appears in the “Ovr” box. THE
OVR BOX MUST BE CHECKED to prevent the adjusted grade from being
reloaded from your gradebook.
3.
Enter the Conduct grade. You can either type the grade (E, S, N, U) in the
CON column or use the drop-down list to select the conduct. After all nine
weeks averages and conduct are entered, click the Save button.
39
The
4.
To review your grades, click the “Summary” button. All grades will be
displayed for you to review. Click the Print button to make a paper copy of the
summary grades. If you need to make additional changes, click the “Report
Card Entry” button to return to the RC screen.
5.
On the Home Page, a green check will appear next to the RC link to indicate
that you have uploaded your report cards grades for that class.
6.
VERY IMPORTANT: If you make any change to a student’s grades in your
gradebook, YOU MUST UPLOAD TO THE RC LINK AGAIN. Any
changes in the gradebook will not be reflected on the report card screen unless
you upload to the RC link again.
7.
Repeat these steps for every class.
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Grade Verification Process (for Teachers)
Your campus gradebook administrator will communicate with you concerning the deadlines
for uploading grades and for the verification process.
After grades are uploaded to the report card (RC) link, verification sheets will be printed and
distributed to teachers.
When verifying grades, you should do the following:
1.
Compare the grades in your gradebook under the RC Value column with the grades
listed for each student on the verification sheets.
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2.
If you find a grade that does not match, check your RC screen to see if the grade was
over-written and verify that the entered grade is correct.
3.
From the RC Screen, verify that a conduct grade has been entered for each student
and that the conduct is correct.
4.
Mark any corrections that must be made to grades and/or conduct on the verification
sheet, then sign and date every page.
NOTE:
5.
After the grade verification process is completed, any grade changes
that need to be made must be submitted to your grade reporting office
on the district grade change form.
Submit the Mark Verification Sheets to the grade reporting office within the timeline
set up by your campus.
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Campus Grade Processing
Preparing Data for Grade Processing
In this chapter we will review how to:
 Develop a plan with the principal to set time lines for each marking period.
 Review set-up elements in scheduling and grading centers
 Resolve scheduling issues
 Synchronize schedules
 Run reports & identify data problems
 Fix problems before printing progress reports or report cards
 Load grades from teacher grade books
Before you begin, setup items in both the scheduling and grading centers should be verified.
Failure to do so may result in inaccurate progress reports and report cards.
Use the following table of information as a reference. These items should be reviewed with
the counselor or designee responsible for scheduling activities.
Note: Before starting any grade reporting processes meet with your principal to finalize IPR
(progress report) and MR (mark reporting) timelines. Send an electronic copy of your grade
timelines to your Software Support Specialist.
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2 0 1 3 - 2 0 1 4
R E P O R T
C A R D
NINE WEEK REPORT CARD CHECKLIST
C H E C K L I S T
TO DO
PROCESS
Verify Master Schedule
(Scheduling Center>Master Schedule>Master Schedule)
Secondary Only: Run Cognos Report: Secondary Course
Mark Type Verification Report (Cognos>Mark
Reporting)
Run the Scheduling Synchronization Utility
(Mark Reporting Center>Calculations>Scheduling
Synchronization)
Resolve scheduling errors and re-run scheduling sync.
Optional: Run Cognos Report called – To Resolve
Section Key Errors (Cognos>Mark Reporting>Section
Key Errors
Contact the Attendance Specialist to ensure that all
attendance has been entered/updated for current nine
week period and all errors have been resolved.
Secondary ONLY: Run Class Attendance to RC (Mark
Reporting Center>Calculations>Class Attendance to
RC)
Secondary ONLY: Set Homeroom assignments by
Period (Utilities>Homeroom Assignment by Period)
Teachers LOAD Grades in Teacher Access Center
Contact your Software Support Specialist to LOCK your
Grades!
Optional: Run Load Unposted Averags (Mark Reporting
Center>Calculations>Load Unposted Averages)
Run Missing Submissions Report (Mark Reporting
Center>Reports>Report Cards>Missing Submission)
Run the RC Mark Summary Report (Mark Reporting
Center>Reports>Report Cards>Mark Summary Report)
Contact your Software Support Specialist to update your
message being printed on report card for each nine week
grading period.
Run & Print – Cognos Report Card Teacher Verification
Report (Cognos>Mark Reporting Folder>Report Card
Teacher Verification Report)
Run/verify & then print Report Cards (Mark Reporting
Center>Reports>Print Report Cards)
Calculate Honor Roll (Mark Reporting Center>Calculate
Honor Roll>Honor Roll Calculation
Run Honor Roll Report (Mark Reporting
Center>Reports>Report Cards>Honor Roll Report
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INSTRUCTIONS
Master Schedule should be verified by the master scheduler
two weeks prior to IPR/RC so changes can be made before
the scheduling sync. which impacts report cards.
This report will show teachers/administrators what the course
is setup to give in the way of grades. IE: Nine week marks,
Exam, Semester and Final. If something is incorrect an
administrator/master scheduler should be notified and
corrections made in the master schedule. A scheduling sync
would need to be done if any changes were made so that
report card records could be added/removed if necessary.
The scheduling sync opens/closes report card records based
on how the master schedule is setup.
Check your scheduling log for any errors – contact your
Software Support Specialist for any assistance with errors.
This report helps identify scheduling errors where
inconsistencies are in a student schedule.
By doing this you’ll help ensure that attendance data will come
across on the student record as accurately as possible.
Run this process to move attendance from eSchool to the
Report Report. Elementarys don’t do this since they take class
attendance.
Run this process to be able to sort your IPR cards. This
process will either update your Primary and/or Secondary
Homeroom.
Verify that all teachers have loaded their grades within your
timeline before moving on.
Grades MUST be locked to ensure data accuracy between the
gradebooks and what is posted in eSchool.
This option will take any teachers IPR/RC grades that didn’t
upload based on the timeline.
This report will display any teachers that did not load their
grades from the gradebook (TAC).
This report will display blank and failing grades. (This report
impacts eligibility for secondary students)
DQ will update your message each grading period.
The Teacher grade verification report allows the teachers to
see what grades/attendance that were moved successfully from
TAC to eSchool. Any grade changes can either be written on
the verification sheets or a grade change form must be
submitted depended upon your grade timeline.
Be sure to verify sort order, grades and attendance are coming
across accurately prior to printing.
Based on your campus setup this will process the appropriate
honor roll you are requesting.
Based on your campus and what your administrator wants to
pull for grades – this report can display student grades on the
thresholds your campus has set.
Running the Scheduling Synchronization Utility
The scheduling synchronization utility will create a grade record for each course/section in
which the student is actively scheduled. Without this step, there is no place in the system in
which to record student grades. Additionally, if a student drops a course, this process will
close the grade record for that course. Scheduling conflicts will be displayed on the log. These
conflicts must be resolved before report cards are generated. Failure to synchronize schedules
will result in inaccurate report cards.
Often, teachers will notify you that withdrawn students are appearing on their report card
screen, which indicates that the student’s schedule has not been synchronized. Counselors
should synchronize schedules when making schedule changes, but running the full
synchronization will guarantee that ALL schedules have been synchronized. IMPORTANT
NOTE: If the schedule has been synchronized and the student is still showing in the teachers’
grade book, check that the Last Active MP field in the mass/entry screen is entered correctly.
Synchronizing schedules should be done on a daily basis.
1.
From the Home page, click on the Mark Reporting Center. Choose Calculations and
select Scheduling Synchronization.
2. Enter building and Log preference (all activities or errors only) and click Run.
45
3.
Review the scheduling synchronization error log. Use the example in Appendix A to
view possible synchronization errors. You will need to work with the counselor(s) to
resolve any scheduling conflicts.
Re-run the synchronization utility before proceeding to the next step. Repeat this process until
all errors are resolved.
Running the “Mark Issued By” Report
Before grades can be awarded, schedules must be correct. The Cognos “Mark Issued By”
report will display possible scheduling issues. These must be resolved before proceeding to
the next step. This report will display students’ schedule status with regard to how marks will
be issued. Use this report to ensure that the issued marks field correctly indicates who will
issue grades, T-Teacher, O-Office, N-Not issued.
Use the following steps to run the Mark Issue By Report:
1. From the home page, click Cognos Reporting and log in.
2. Select the Mark Reporting folder.
46
3. Select the report titled “Marks Issued By” report and make the proper
selections.
4. Select the Campus, the Code for Received Marks By (N=no marks,
O=office or T=teacher will give grades), the desired grade level, and select
active students. You can choose how to sort the report. Click finish.
4. Review the Mark Issue By report to identify and resolve issues before
proceeding to the next step. Using the sample form from Appendix A to view
examples of possible errors.
47
Running the “Class Attendance to IPR” Report
Use the following steps to run the “Class Attendance to IPR” report. This process is required
in order to display absences on the interim progress report or report card.
1.
From the Home Page click Mark Reporting Center, click Calculations, click Class
Attendance to IPR.
2.
Enter building and IPR. Enter correct dates. Click Run.
NOTE:
When running Class Attendance to RC, Choose Mark Reporting,
Calculations, Class Attendance to RC.
Running the “Missing Submissions” Report
At the start of the school year, your teachers should receive the IPR/RC schedule from
your grade book administrator. This will list the dates and times that teachers should
48
follow for uploading grades to the IPR and RC links. Your grade book administrator will
assist you in following up with those teachers who fail to upload grades by the
communicated deadlines. The Missing Submissions Report will provide you a list of
teachers who fail to upload their grades by these deadlines, or have uploaded their grades
incorrectly.
Use the following steps to run the Missing Submissions Report.
1.
From the Home Page select the Mark Reporting Center. Click on the Reports link;
select Interim Progress, then Missing Submission.
2.
Enter building and IPR date. Put a check in the Log Statistics box. Click Run.
3.
Review the report to view teachers and courses that were not uploaded. An example
Missing Submission Report can be viewed in Appendix A. NOTE: In some cases, it
may not be that the teacher failed to upload, but may instead be one of the following
situations (or others not listed):
a.
The teacher may have uploaded to the wrong link (Ex.: RC instead of IPR
link).
b.
Some courses do not have students currently enrolled, so no grades would
need to be uploaded.
c.
If a teacher loaded grades from home, but did not use Internet Explorer as
their browser, the grades may have not uploaded.
d.
A teacher has uploaded grades, but has not yet uploaded conduct.
NOTE: This report should be submitted to your administrator who oversees
grade reporting. They will utilize this report to follow up with those teachers
who failed to upload by the deadline.
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Load Unposted Averages
The “Load Unposted Averages” process is used to load grades for teachers who were unable
to upload from the grade book.
NOTE: Teachers should always follow the process to load their own grades from the grade
book and never rely on the grade book manager to load their unposted grades. The steps for
teachers to follow for uploading their grades are listed earlier in this manual.
In this exercise run the Load Unposted Averages. Use the following steps to run the process.
1.
Select Mark Reporting Center, Reports, Calculations, Load Unposted Averages
Running the Mark Summary Report
The Mark Summary Report is used to determine UIL eligibility and find all incompletes and
blank grades. For eligibility, this report should be run at the end of the third week, sixth week,
and at the very end of each nine weeks reporting period for secondary schools. For
elementary schools, the report should be run at the end of the fourth week and at the very end
of the nine week reporting period.
50
In this exercise run the Mark Summary Report. Use the following steps to run the report.
1. Select Mark Reporting Center, Reports, Interim Progress, Mark Summary
Report. (For Report Cards, you will use instead: Mark Reporting Center,
Reports, Report Cards, Student Mark Summary.)
2.
Enter your building, IPR or RC Date, Check for Blank Marks (Ensure this is
checked so it shows all blank grades), Mark Types: Select PROG, Sort by student
last name, then first name as shown. Click Run
51
How to Print Interim Progress Reports and Report
Cards
In this chapter we will:
 Print Interim Progress Reports
 Print Verification Sheets
 Print Report Cards
Before running reports, ensure the teachers have completed the steps to load grades from the
teacher grade book.
Use the following steps to run the Interim Progress Report.
1. From the Home page, click Mark Reporting Center, click Reports, click Interim
Progress, and click Print IPR Cards.
52
2. Select building and IPR date. Check the Refresh the IPR Data before Print box.
Enter the Earliest Withdrawal Date for Inactive Students the same as the IPR
Date and Report Date.
NOTE: You
may include
sort options as
necessary for
your campus
3. Select the filter to print progress reports for active students. If mailing progress
reports, sort by zip code or address. Click Run.
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Printing Grade Verification Sheets
In this exercise, use the following steps to print Grade Verification Sheets
This report prints the report card grades, comments, marks and absence information that has
been entered for students and should be distributed to teachers for verification purposes.
1.
2.
Select Cognos Reporting, enter your login information, and click the Mark
Reporting Folder.
Select Report Card Teacher Verification V2.6.12
On the next screen you will select building, select All Teachers, select Marking
Period(s), Click Finish
54
Printing Report Cards
Use the following steps to print Report Cards.
1. From the Home page, click Mark Reporting Center, then Reports, Report Cards, and
click Print Report Cards.
2. Enter your building, marking period, check refresh MR Data before print, current
date for demographics as of date, the earliest withdrawal date for the inactive
students, click Run
55
Documentation Requirements for Grade Verification
The following documentation is mandatory for each nine-week grading period and must
be clearly labeled and stored for a minimum of five years.
1.
Signed Verification Sheets and Teacher Checklist – Maintain the hard
copy of the verification sheets with a teacher signature on each page . All
grade changes to be made during the grade verification process must be
documented on the verification sheets. Include the checklist indicating that all
teachers’ verification sheets have been submitted.
2.
Teacher Gradebook V2 – run the Cognos report (instructions below) and
save the pdf report to the grade verification CD.
3.
Grade Override By Campus v2 – run the report (instructions below) and
save as pdf to the grade verification CD.
4.
Report Cards – Electronic copy burned to CD.
When report cards are run and ready to be printed, save the report card file to
a folder, and then include the file on the grade verification documentation
CD.
5.
Grade Change Forms – Keep the original documents with the verification
sheets.
Following the grade verification process, any grade changes must be recorded
on a grade change form. All grade change forms must be included in the
verification documentation for the correct grading period.
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Teacher Gradebook v2 Report
The Teacher Gradebook V2 Report creates a snapshot of every teachers’ gradebook in
your building. This report must be saved (along with the Grade Override report) to a
flash drive or CD and stored with your verification reports each nine week grading
period.
1.
Go to the Mark Reporting folder in the Cognos reports in eSchool.
2.
Select the Teacher Gradebook V2 report.
3.
Select your school, the correct marking period, and in the “Teacher Name”
selection box, choose “Select All.” Click “Finish.” The report takes
approximately 5-10 minutes to run, depending on the size of your campus.
57
4.
When the report appears, click the “Save” icon to save the pdf report to a folder,
then burned to the grade verification documentation CD. DO NOT PRINT –
this report is very large.
NOTE: You can also run this report for a singular teacher by highlighting only that one
teacher instead of “Select All.”
58
Gradebook Override By Campus v2 Report
The Gradebook Override By Campus v2 report will give you a record of all grades that
have been over-written in the grade book. This report will complement the Teacher
Gradebook Report to give a full view of the students’ grade records.
To run the report:
1.
Go to the Mark Reporting folder in the Cognos reports in eSchool.
2.
Select the Grade Override By Campus v2 report.
59
3.
Select your building. In the “Select Mark Type Desire” menu, choose “MP” for
six week marking periods or “NP” for nine week marking periods. Click
“Finish.”
4.
When the report is ready, click the “View” icon and select “View in PDF
Format.”
5.
Then click the “Save” icon to save the report to a folder and then copied to the
grade verification documentation CD.
60
End-of-Semester Grade Processing
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Appendices
Appendix A - Sample Documents
Appendix B - Reference Documents
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Appendix A - Sample Documents
Sample Marks Issued By Report
Sample Scheduling Synchronization Report
Sample Missing Submissions Report
Sample Mark Summary Report
Sample Teacher Gradebook V2 Report
Sample Grade Override by Campus Report
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S A M P L E
M A R K S
I S S U E D
B Y
R E P O R T
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S A M P L E
S C H E D U L I N G
S Y N C H R O N I Z A T I O N
R E P O R T
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S A M P L E
M I S S I N G
S U B M I S S I O N S
R E P O R T
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S A M P L E
M A R K
S U M M A R Y
R E P O R T
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S A M P L E
T E A C H E R
G R A D E B O O K
V 2
R E P O R T
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S A M P L E
O V E R R I D E
G R A D E
B Y
C A M P U S
R E P O R T
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Appendix B: Reference Documents
2013-2014 Grading Periods
2013-2014 IPR and Report Card Schedule
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2 0 1 3 - 2 0 1 4
G R A D I N G
P E R I O D S
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2 0 1 3 - 2 0 1 4
I P R / R C
S C H E D U L E
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S E M E S T E R
Y E A R - E N D
SEMESTER YEAR - END CHECKLIST
C H E C K L I S T
Campus/DQ
Checklist
PROCESS
Campus
Verify Master Schedule
Campus
Run (Cognos) Course Mark Type Verification Report (Secondary Only) this
Campus
Run (Cognos) Mark Issued By – make necessary corrections
Campus
Communicate with Software Support regarding message to be printed on
RC
Campus
Run Scheduling Synchronization Utility
Campus
Resolve scheduling errors and re-run scheduling synchronization. Repeat
until all errors are resolved
Campus
Optional: To resolve section key errors, Run (Cognos) Report for
Course/Section Key
Campus
Contact Attendance staff to verify that all attendance has been entered and
errors resolved
Campus
Run Class Attendance RC (once semester slots are opened this should be
ran daily)
Campus
Set Homeroom assignments by Period (Secondary Only)
Campus
Teachers load grades
Campus
Check the Earned Credit OVR (override) flag for Students with Excessive
Absences. The Reason field will open. Enter “D” for Excessive Absences.
(High Schools Only)
Campus
Contact Software Support Specialist to Lock Grades
Campus
Run Missing Submissions Report
Campus
Run Load Un-posted Averages (if necessary – OPTIONAL)
Campus
Run
is for teachers to verify that they give a marking period grade, exam,
and semester grade.
Mark
Summary
Report
marks/incompletes and failing grades)
for eligibility purposes
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-(Look
for
inappropriate
Note: This report is used
DQ
Run Average Calculation (Secondary Only)
DQ
Assign Course Credit (High Schools Only)
Campus
Print Verification Sheets (After notification from DQ)
DQ
Calculate GPA (High Schools Only)
DQ
Calculate Class Rank (High Schools Only) Run Rank Report for Principals
to Verify and Start Rank Process
DQ
Run Final Average Calculation (2nd Semester Only)
Campus
Print Report Cards (be sure to verify– attendance. Make sure grades posted
and verify sort order and message before printing)
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