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Grade Book

User Guide

Copyright © 2013, TIES (Technology and Information Educational Services) All Rights Reserved

No part of this document may be reproduced in any

form without written permission from TIES

March 2013

TIES Grade Book Users Guide

TIES, March 2013

Table of Contents Web Browser Settings .................................................................................................................................................................. 4 Popup Blockers ............................................................................................................................................................................ 8 Page Setup .................................................................................................................................................................................... 9 Mozilla Browser Setup Information ............................................................................................................................................. 7 Login ............................................................................................................................................................................................ 10 Home Page ................................................................................................................................................................................. 11 Grade Book Functions ............................................................................................................................................................ 11 Setup ............................................................................................................................................................................................. 12 Category Editor....................................................................................................................................................................... 12 Weighting (optional) ........................................................................................................................................................ 13 Report Code .................................................................................................................................................................... 13 Inactive Categories .......................................................................................................................................................... 13 Change the Category Title .............................................................................................................................................. 13 Update Class Category ................................................................................................................................................... 13 Define Grading Scales ............................................................................................................................................................ 15 Edit Grading Scale .......................................................................................................................................................... 16 Add New Grading Scale .................................................................................................................................................. 17 Assign Grading Scales ........................................................................................................................................................... 18 Assign the Same Grading Scale to All Students or Individual Students .......................................................................... 19 Edit Publishing Status ............................................................................................................................................................. 20 Manage YTD Option ............................................................................................................................................................... 21 Preferences ............................................................................................................................................................................ 23 Grade Calculation ............................................................................................................................................................ 25 Use Scalar Weighting of Definitions with Weighted Categories....................................................................................... 26 Test Category Definition Scores ...................................................................................................................................... 26 Using Adjusted Points ..................................................................................................................................................... 28 Using Scaled Rubric Averaging (SRA) ............................................................................................................................ 30 Data Entry Option ............................................................................................................................................................ 32 Scores .......................................................................................................................................................................................... 34 Add New Definition .......................................................................................................................................................... 35 Required Fields ............................................................................................................................................................... 35 Optional Fields ................................................................................................................................................................ 36 Text Editor ....................................................................................................................................................................... 36 Add Definition—Save Options ......................................................................................................................................... 37 Spell Check ..................................................................................................................................................................... 37 Extra Credit for Non-Weighted Classes ........................................................................................................................... 38 Extra Credit for Weighted Classes .................................................................................................................................. 38 Enter Scores .................................................................................................................................................................... 39 Edit Scores ...................................................................................................................................................................... 40 Status .............................................................................................................................................................................. 40 Apply Score ..................................................................................................................................................................... 41 Apply Status .................................................................................................................................................................... 41 Apply To Status ............................................................................................................................................................... 41 Comments ....................................................................................................................................................................... 41 Cumulative Grade-to-Date .............................................................................................................................................. 41 Definition Options ............................................................................................................................................................ 42 Edit a Definition ............................................................................................................................................................... 42 Delete a Definition ........................................................................................................................................................... 42 Edit Scores for Multiple Definitions .................................................................................................................................. 43 Edit Multiple Scores by Student ....................................................................................................................................... 45 Manage Comments ......................................................................................................................................................... 46 Text Editor ....................................................................................................................................................................... 47

Users Guide TIES Grade Book

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Table of Contents Utilities ......................................................................................................................................................................................... 48 Copy Utilities .......................................................................................................................................................................... 48 Category Copy........................................................................................................................................................................ 49 Comment Copy....................................................................................................................................................................... 51 Custom Field Copy ................................................................................................................................................................. 52 Definition Copy ....................................................................................................................................................................... 54 Grading Scale Copy ............................................................................................................................................................... 55 Score Copy ............................................................................................................................................................................. 56 Grade Submission to i-Cue Mark Reporting ........................................................................................................................... 58 Grade Submission to i-Cue Report Card ................................................................................................................................ 59 Roster Refresh ....................................................................................................................................................................... 60 Reports ........................................................................................................................................................................................ 61 Preformatted ........................................................................................................................................................................... 61 Preformatted Options ............................................................................................................................................................. 62 Filter ................................................................................................................................................................................ 62 Sort .................................................................................................................................................................................. 62 Format ............................................................................................................................................................................. 63 Custom Reports...................................................................................................................................................................... 64 Step 1—Selection ............................................................................................................................................................ 64 Step 2—Select Report ..................................................................................................................................................... 65 Step 3—Select and Organize Fields ............................................................................................................................... 65 Step 4—Filter Options ..................................................................................................................................................... 66 Step 5—Report Results/Options ..................................................................................................................................... 67 Summarize by Definition Name—Example ..................................................................................................................... 68 Summarize by Grade Status—Example .......................................................................................................................... 68 View or Update Existing Custom Reports ....................................................................................................................... 69 Report Samples .......................................................................................................................................................................... 70 Standard Report ..................................................................................................................................................................... 70 Wide Report ........................................................................................................................................................................... 71 Class Status Report ................................................................................................................................................................ 72 Blank Roster ........................................................................................................................................................................... 73 Statistics Report ..................................................................................................................................................................... 74 Class Statistics ................................................................................................................................................................ 74 Student Statistics ............................................................................................................................................................. 75 Definition Statistics .......................................................................................................................................................... 75 Category Statistics .......................................................................................................................................................... 76 Statistics for Two Classes (Show Combined Totals) ....................................................................................................... 76 Missing Definition—Group By (student-no page breaks) ................................................................................................. 77 Missing Definition—Group By (definition) ........................................................................................................................ 78 Term Progress ................................................................................................................................................................. 79


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Web Browser Settings for Student Web Applications In order for ALL of the TIES web applications to work correctly, it is important that web browsers be configured as indicated below.

Follow the instructions that are applicable to the type of workstation (PC or Mac) and type of browser used to access the Student web applications.

Web Browser Settings for Internet Explorer version 6.x Refresh page

PC:

From the Menu:

1. Select “Tools” 2. Select “Internet Options” 3. Choose the “General” tab 4. Under “Temporary Internet Files”, choose “Settings” 5. Under “Check for newer versions of stored pages”, select "Every visit to the page” 6. Click “OK” to save changes 7. Click “OK” again to close Internet Options

Mac:

From the Menu:

1. Select “Explorer”. 2. Select “Preferences”. 3. Under “Web Browser” select “Advanced”. 4. Select “Cache”. 5. Under “Update Pages”, select “Always”. 6. Click “OK”.


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Web Browser Settings for Internet Explorer version 7.x, 8.x and 9.x Refresh page

PC:

7. Select “Tools” 8. Select “Internet Options” 9. Click on the “Settings” button that is shown in the “Browsing history” section 10. Select the radio button that says "Every time I visit the page” 11. Click “OK” to save changes 12. Click “OK” again to close Internet Options

Display Status Bar

PC:

1. Select “Tools” 2. Select “Internet Options” 3. Choose the “Security” tab 4. Under “Security level for this zone” choose “Custom level”. 5. Check for the “Allow status bar updates via script” option is enabled

6. Click “OK” to save changes 7. Click “OK” again to close Internet Options


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Toggle Background printing of colors and images This option determines whether or not back ground colors or images are printed when pages are printed via the browser.

PC:

13. Select “Tools” 14. Select “Internet Options” 15. Click on the “Advanced” tab 16. Scroll down to the “Printing” Section and check or uncheck the “Print background colors and images” check box 17. Click “OK” to save changes


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Mozilla Browser setup info To display status bar: (Firefox users only – versions prior to 4.x) Mac:

Firefox/preferences/content/advanced/ - Check the box that says “Change Status bar text”. PC:

Tools/Options/content/advanced/ - Check the box that says “Change Status bar text”. To display status bar: (Firefox users only – versions 4.x or later) Firefox no longer directly supports the status line message being displayed when using Enterprise View. http://support.mozilla.com/en-US/kb/what-happened-status-bar?s=status+bar&as=s#os=win&browser=fx4 A third-party browser plug in (Status-4-Evar) needs to be downloaded and installed on any workstation that wishes to see status line messages.

Status-4-Evar is an Add-on that recreates all of the features of the old Status Bar and lets you put them in the new Add-on Bar. Download the add on via: https://addons.mozilla.org/en-US/firefox/addon/status-4-evar/

Once installed, on the Firefox drop down menu - click Add Ons/Extensions.

Select the Status-4-Ever extension and click “Options” and set the check box that says “Allow web pages to change the status”:


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Popup Blockers If you have any pop up blocker installed (comes standard with Netscape browser and Google/MSN search bars), you will need to allow access (unblock) for all TIES web addresses. You may experience problems accessing all functionality of web applications if you have popup blocking any/some of TIES web addresses. Netscape 7.2 (PC/MAC)—Please follow the following procedure after you log in to TIES. From the menu bar: 1. Select Tools. 2. Select Popup Manager. 3. Choose “Allow Popups From This Site.” 4. A new dialog window will open. 5. Click on the “Add” button.

PC MAC

6. You should now see “admin##.ties.k12.mn.us” in the site list. 7. Click OK. Please note: For all other popup blocker applications, please consult the blocker help menu if you need assistance in allowing

a site.


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Page Setup

PC Computers Internet Explorer From the Menu: • Select “File” • Select “Page setup” • Under “Headers and Footers” • Delete text in the “Header” and “Footer” fields • Under “Margins”—Change “Left/Right/Top/Bottom” to .25 inches (default is .75) • Select “OK” to accept the changes Netscape From the Menu: • Select “File” • Select “Page Setup” • Select “Margins & Header/Footer • Under “Margins”—Change “Left/Right/Top/Bottom” to .25 inches (default is .50) • Under “Headers & Footers” make sure “Left/Center/ Right” drop-down list boxes say “blank”

Macintosh Computers From the Menu: • Select “File” • Select “Print Preview” • Options are listed at the bottom of the page. Select/deselect these options: — Print Wide Pages — Deselect the check box the Headers and Footers — Select the button for “Print Images” — Select “+” to increase the font size on the page or “-” to decrease the font size on the page. • This needs to be done on a daily basis for Macintosh users.


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Log-In

The URL for i-Cue is: www.tiescloud.net/

Once the URL has been input, the Enterprise Web Menu below will display.

Under Teacher Access or Administrative, you will click on i-Cue. The log-in screen below will display.

Log-in with the following information: District #—4-digit district number. User ID—Your email address or employee number. Password—Your selected password. If your login is successful and you teach in more than one school, you will be asked to select your school. (If you teach in

only one school in the district, you will not see this screen.) Click on the school number of your choice.


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Select the Grade Book link.

Home Page The Grade Book Home page will display.

The links at the top of the page display: Home, Scores, Reports, Utilities, Setup, and Search. On the right, there are menu

items for Documentation, Return to i-Cue and Log out. The Grade Book Home Page lists major new Grade Book features in the “What’s New” section and Grade Book Release

Notes containing all enhancements and changes in the latest major release. The Home page also lists your current classes, definitions due today, score status code definitions and how they affect a student’s grade, and references where you can access more information about Grade Book.

Grade Book Functions Scores—Select this link to access the Scores menu. From this menu you can choose a class to define class definitions (assignments), enter scores, class and student comments, submit grades or copy definitions. Reports—View various preformatted reports on classes and/or students Reports, Custom is also available. Utilities—Copy assignment definitions, grading scales, and/or comments from one term to another or one school year to another; submit grades to TSIS; check for roster changes and refresh student roster. Setup—Access setup pages to manage definition categories, grade scales, Parent Access publishing status, view term definition dates, and manage Preferences that affect how your Grade Book displays and calculates. Search—Student search. Documentation—Access the Grade Book User Guide by selecting this link with your mouse. Return to i-Cue—Return to the i-Cue Main Menu to access Attendance, Mark Reporting, Student Information, Tests & Assessments, Personalized Learning or Tools. Log Out—Log Out of i-Cue.


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General

Click for further explanation/directions.

Identifies that this option affects the display to parents, contacts and students in SchoolView for your assigned classes.

Setup Before you can enter grades, you need to define assignments, tests and classroom projects, organize them into categories (such as homework or tests), define grading scales (letter grade ranges) for each class, and choose your grading preferences. These tasks are performed in the Setup area.

Category Editor First, set up your grading categories. A category is a way of organizing your assignment definitions you want to include in the student’s grade calculation, such as Tests, Homework, and Quizzes. NOTE: If your school has chosen category names and category weights, you will not have the ability to make changes.

Select the Category Editor menu item from the Grade Book Setup menu. The Category editor page will display. Click on the Term when the Definitions will be assigned and graded. (The default is the current term.) The screen will return

with the Term bolded and your classes for the selected term displayed. Click on an underlined class name in your class list on the left. The screen will return with the class name bolded, a class

info box, and the categories currently assigned to the class displayed to the right. The categories of Tests, Quizzes, and Homework are default unless your school has chosen auto population of categories in initial setup (see Page 12 for more information). You can make any of these active or inactive. NOTE: Extra Credit is a category available for non-weighted classes when a new definition is added. If categories are weighted and you want to add extra credit definitions, further explanation is available on page 31.

Activate or inactivate the listed categories by clicking on the appropriate radio button. Before a definition’s scores can be included in the students’ grade calculation, the category must be active.

The illustration below displays the default “Category Editor.”

Add new categories by typing in the “Add a new category” box. The maximum characters that can be used is 50. Grade

Book allows 99 categories (weighted or non-weighted) per class. Extra credit automatically exists for non-weighted classes when you create a new definition. Click the “Save” button to add the new category.


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Category Editor (cont.) When adding this category, you can check ‘Do not include in final grade calculation’. All scored definitions in this category

will not be calculated in the term or YTD grade. This example displays a new category that has been added with a Do not include in final calculation category.

If definitions have been defined in a category, the category will be displayed with a green asterisk as displayed below. Weighting (optional) The sum of the categories when using the Weighting option must equal 100 as displayed in the example below:

Report Code This field is normally left blank. Categories are automatically included in the grade calculation for the class. You can use this field to link a particular category to a TSIS grade type, such as Final Exam, and submit to the “Rpt Code”

FE (Final Exam). When submitting grades at the end of the term, the calculated grade in the linked category will be submitted to the TSIS grade type in the Rpt. Code area.

Inactive Categories Categories can only be made “Inactive” if there are no “Definitions” assigned. If there is an asterisk after the Category Name,

definitions exist. Change the Category Title You can change the category title at any time. Position your cursor in the “Category Name” box and change the title. Update Class Category When you have edited the categories for the class, click on the “Save” button to update the category. After saving, the

message “The categories were successfully updated” will appear at the top of the page in red. You can now select the “Definitions Editor” and add definitions to the new category.


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Category Editor (cont.) On initial setup, there are options that your school chooses. Some of these options affect the categories available to you in the

Category Editor. These options primarily affect the i-Cue Report Card which is primarily used at the elementary school level and how they affect the grade, include:

1) Auto Populate Categories. When this option is active, the Grade Book categories will be populated with the strands (grade

types) associated with the course. Definitions can be entered in these categories and the course grade will be calculated including all definitions unless a category has been flagged “Do not include in the Final Grade calculation.” Only user added categories can be flagged “Do not include in the Final Grade Calculation.”

If the course ONLY gets a subject grade, the Grade Book will have a “Tests” category. This category can be: renamed, made Active/Inactive, can be flagged to “Do not include in the Final Grade calculation”, can be connected to a Report Code. There is no ability to add additional categories. No Extra Credit category is available.

If the course gets a subject grade AND strand grades, the Grade Book will have a category to match each strand. The categories can be weighted. There is no ability to create additional categories, can not make the categories Active/Inactive, can not be flagged “Do not include in the Final Grade calculation.”

If the course gets ONLY strand grades, the Grade Book will have a category to match each strand. The categories can be weighted.

There is no ability to create additional categories, can not make the categories Active/Inactive, can not be flagged “Do not include in the Final Grade calculation.”

2) Allow Category Entry When this option is active, teachers can define additional categories in the Grade Book with the auto-populated categories. An Extra Credit category is available in Add a New Definition. Teacher defined categories can not be assigned to a Report Code. The Grade Book will sort categories by Report Code (TSIS Grade Type), then category name.


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Define Grading Scales A grading scale specifies the numeric score range required for each letter grade. At least one grading scale has been set up for each school as the default. Each school may have multiple default grading scales. Use the Setup—Define Grading Scales to edit an existing grade scale, add a new grade scale or copy one or all grading scales. Select Setup on the blue menu bar and choose Define Scales.

The current term will default. You can select a different term. The screen will return with the Term in bold type and the

defined scales listed. Select an action from the list box. Click on the action you would like to perform. A screen will display where you can edit a scale, add a new scale, or copy a

scale. Each of these functions is described on the following several pages.

Defined Scale(s)

Choose Term

Choose Action from List Box


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Edit Grading Scale Note: There is a school option to have grading scales ‘read only’. If your school has chosen this option, you will not have the

ability to modify the Lower Limit of any grading scale. From the “Setup—Define Grading Scales,” select from the “Action” drop-down list box “Edit Grading Scale.”

Make any necessary adjustments to the grading scale.

Click “Save” to save your changes. You can now choose another grading scale to edit or print the grading scale you just changed by clicking on either of the

links below.


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Add New Grading Scale From the “Setup—Define Grading Scales,” select from the “Action” drop-down list box “Add Grading Scale.”

Your new grading scale will be based on one of the grading scales in the list box. These grading scales have been defined

by your school administrator. In the example below, the two available scales are “School Default” and “Pass/Fail.” Click on one of the grading scales to use in setting up your new grading scale.

The screen below will display.

Enter a new “Grading Scale Name” for your grading scale. Make adjustments to the lower limits of the scale as needed. Click “Save.” Grading Scale Copy You can copy one or all grading scales from term to term or year to year. Please refer to the “Utilities” section.

New Grading Scale Name


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Assign Grading Scales Grade Book has the capability for each student in a class to be assigned a different grading scale. By default, all of your classes are attached to the default grading scale as defined by your school administrator. If you have created a new grading scale, you must assign the scale to your classes.

The actions available include: Assign a grading scale to a class. Copy a grading scale from term-to-term or year-to-year. For detailed instructions on assigning/managing your grading

scales, please refer to the “Utilities” section. Also on this same Setup page is the ability to: Select which grading scale to assign when a new student is added to your class once the term has started.


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Assign the Same Grading Scale to All Students or Individual Students

Select Assign Scale from the list box for a particular class. Usually, all or most students in the class will be assigned the same grading scale. Select a scale from the Apply grading

scale list box. You have the option to: “Apply All,” “Apply to Empty,” or “Undo All Changes.” That scale will be selected for each student. If you have previously assigned a scale to an individual student, using the ‘Apply All’ function will change the scale to the ‘Apply All’ scale.

You can assign a different grading scale to an individual student. Select the scale from the list box next to the student’s name. Whatever scale is shown in the list box at the time you save the class grading scales will be the one assigned to the student.

If you did change the grading scale for all students in a particular class, click on Choose another class to verify that the correct grading scale will be assigned to new students added to your class.

If you want a different grading scale for students added to your class after the start of a term, select the grading scale under “New Student Default Grading Scale.”

Apply a different scale.

Apply a different scale to a student.


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Edit Publishing Status If your district and school use SchoolView, use this page to specify whether or not you want SchoolView users to have access to class grades.

From the menu, select “Setup—Edit Publishing Status. Select either the Publish or Do not publish radio button for each

class listed and click on to update publishing status for your classes. When you choose to not publish a class, SchoolView will display the class with the message “Class information currently not published.”


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Manage YTD Options

If your school has requested Year-To-Date (YTD) calculations in Grade Book, you will see Manage YTD Options. The Manage YTD Options page lists all classes and whether they are available for Calculate YTD. By default, all applicable classes are checked to Calculate YTD. If you do not want this feature on a class, you have the ability to uncheck Calculate YTD. A Select All Classes checkbox is available to check or uncheck all classes in one step.

You will also determine how you want the YTD calculated—Points or Percent. The YTD calculation, by default, will calculate each term evenly. If you want to modify the percentage, you will enter a

percentage in the Term Percentages area. If you also want to include a Final Exam or special project in the YTD Calculation, you will create a Category Name for this

Final Exam or special project and, if desired, attach a percentage of the YTD grade for this category. For example: Q1 x 40 percent + Q2 x 40 percent + Final Exam x 20 percent = Semester 1. Once you have clicked Save, this Category will be available in Scores, Add a New Definition or Edit a Definition. This category will now be available in Utilities, Grade Submission if you need to submit this category grade to i-Cue Mark Reporting for printing on the report card. NOTE: You WILL NOT see this category in Setup, Category Editor.

Once you have entered scores in the second term, score entry pages and reports will now show a YTD calculation.

ERROR—If you want Calculate YTD and see ERROR, you have setup concerns. Click on the ERROR link for assistance.

If you see a red ERROR message, Grade Book cannot calculate YTD using the points method for one or both of the following reasons:

1. You are using weighted categories and the names do not match. 2. You are using weighted categories and the weights do not match.

If you see a red Warning message, it could be for one or both of the following reasons:

1. You are using weighted categories and the names do not match. 2. You are using weighted categories and the weights do not match.

Note: If you use weighted categories and calculate using the points method, you need to have the same category names and weights for this to work properly! For YTD calculation, using the points method, a teacher cannot mix non-weighted and weighted categories in the same class across terms. If you do not use weights or you use the percent method, your category names do NOT need to be the same. You are not able to use YTD for a class that meets in only one term.


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Manage YTD Options (continued) Year-To-Date (YTD) Grade Calculation Method

You can choose how the YTD grade is calculated using either points or percentages.

Points: This option will calculate a grade over multiple terms ((Quarter 1 points + Quarter 2 points) / (Quarter 1 points possible + Quarter 2 points possible) = Semester 1)

Example: (35 + 74) / (50 + 100) = 72.667%

Percent: This option will calculate a grade over multiple terms ((Quarter 1 percent + Quarter 2 percent) / 2 = Semester 1)

Example: (70% + 74%) / 2 = 72%


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Preferences From the menu, select Setup—Preferences.

The preferences on this page will affect score entry screens, calculations, and other miscellaneous display and sort items. If

you do not save changes to this page, the grade book will continue to work with the system defaults. General

Click for further explanation/directions.

Identifies that this option affects the display to parents, contacts and students in SchoolView for your assigned classes.

Enable custom student sort fields—Select this box to activate your custom fields to enter unique information regarding

students (i.e., textbook numbers, Spanish names, locker numbers, etc.). This can be displayed and/or used as a sort option score entry pages and/or reports.

Setup custom fields—Select this link to setup your custom fields.

Setup Custom Fields

Enable custom sorts.


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Edit Custom Fields—Select this link to add custom field(s) to a class.

Next, the “Edit Custom Fields” window will be displayed when the link is selected as shown below.

The Custom field title can be up to 15 characters in length. Select the “Activate field” to allow reports and score entry pages to be sorted by a “custom field.” After you have created your custom field, press the “Save” button. The message “Custom Fields were successfully updated”

will be displayed at the top of the page. Click on the “Close window” link to close this page.

Custom field name.

Activate field check boxes.


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Change Home Page—Select the menu page where you want to be when you enter Grade Book.

Phone number/Email address/Website for SchoolView—Enter your phone number and/or e-mail address to display in

SchoolView. You can also enter a Website available for SchoolView. This website could be a teacher website with additional information for the SchoolView user.

Grade Calculation Rounding—When calculating grades, Grade Book will round grades to the nearest whole, tenths, hundredths, or

thousandths.

The default is set for Whole unless your school is using the Scaled Rubric Averaging calculation method. In this case, the rounding preference default is Hundredths.

Grade Book uses banker's rounding. Banker's rounding is identical to the common method of rounding except when the digit(s) following the rounding digit starts with a five and has no non-zero digits after it. In this case the number is rounded to the nearest even number. Examples:

3.5 rounded to whole is 4 (because the next digit is 5, and the whole digit(3) is odd) 4.5 rounded to whole is 4 (because the next digit is 5, and the whole digit(4) is even) 2.355 rounded to hundredths is 2.36 (because the next digit is 5, and the hundredths digit(5) is odd)

Remove Scores—Sometimes teachers do not want absences or missing scores automatically to count against a student’s

grade on reports. If you leave these check boxes blank, all scores will be included as “0” in calculations. On the Preferences page, select one or more check boxes to exclude class work definitions with the status of A (Absent), M (Missing) or X (Expired).

Although these scores may not be included in reports, they still will be included in the final grade calculation for submission to TSIS. For example, if you have selected the “Missing” check box, a student with a missing grade may show a B- as a final grade in Grade Book reports, but the final grade submitted and shown in i-Cue Mark Reporting may be a C+.


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Use Scalar Weighting of Definitions with Weighted Categories Scalar weighting adds an additional level of weighting within a category besides the number of points. For example, in a class with weighted categories, the category “Tests” might have a weight of 50, while each definition in the “Tests” category has a weight of .5, 1, 2, 10, etc. The definition with a scalar weight of 2 is worth twice the value of definitions with a scalar weight of 1, regardless of the number of points for each definition. So a definition with 50 points and a scalar weight of 2 counts for just as much toward the final percent and grade as a definition with 100 points and a weight of 1. The calculation for scalars is: When a class is weighted, the categories each have a weight value. The sum of all categories’ weight values is 100. Within each category, each definition is given a scalar weight value (default is 1). For each definition, Grade Book calculates the points earned divided by the points possible. The result is multiplied by the

scalar weight value to get a scalar score for each definition. The sum of the scalar scores is divided by the sum of the scalar weight values (the scalar score earned divided by the total

scalar score possible.) The results are multiplied by the category weight value to yield the scalar. The scalar weight of a definition will be displayed in the definition lists on the Standard and Wide reports, the score entry pages and the Scores menu. It is also an available field on the custom report type Definitions.

Formula:

Earned scalars Sum of scalars

x Category weight

= Student’s category %

Test Category Definition Scores

Example Category Weights Tests: 50 Homework: 30 Labs and Analysis: 20 (total weight = 100)

Student’s Test 1 score = 70/80 points (scalar weight x point percentage)

70/80 is .875 (point percentage) 0.5 x .875 = 0.4375

Scalar weight=0.5

Test 2 score = 20/25 points (scalar weight x point percentage)

20/25 is .800 (point percentage) 2 x .800 = 1.600

Scalar weight=2

Test 3 score = 80/90 points (scalar weight x point percentage)

80/90 is .889 (point percentage) 1 x .889 = .889

Scalar weight=1

Cumulative Test=18/20 points (scalar weight x point percentage)

18/20 is .900 (point percentage) 3 x .900 = 2.700

Scalar weight = 3

Earned scalars = 5.6265 Sum of scalars = 6.5

Example: 5.6265 x 50 (category wt) = 43.28 = 43.3% (with rounding) for the category of Tests 6.5 100 NOTE: In the full example on the next page, the percent total of 86.6% for the Tests category is before the category weight of 50% is taken into consideration.

See full example on next page.


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Example using scalar weighting (rounding to the tenths) using an individual student class status report (taken from the class status report by clicking on a student)

Grade Book High School

1667 Snelling Avenue

St. Paul, MN 55108

Status Report Date: 2/25/2005 Student ID: 1269 Student: CAROLE CHAPPLE Grade Level: 12 Teacher: Deb Hempel NOTE: This status report does not represent the student’s official grade. Information stated here is subject to corrections and revisions. Final grades will be published on the student’s official report card.

Class Info: Title Period CourseID Section ClassID Term Instructor

PHYSICS 3 402 4 9378 2 Deb Hempel

Class Comment: Extra credit is available for all students. If you have questions, please feel free to contact me at [email protected]

Key: A=Absent M=Missing E=Exempt T=Turned In I=Inactive X=Expired W=Work in Progress Scalar weight used

Definitions Due date Score Possible Percent Comments (for example only - this field does not print) Homework(Wt = 30)

Vector Worksheet Hwk #1 12/17/2004 6 10 60% 0.5 Vector Worksheet Hwk #2 12/17/2004 4 5 80% 1 Mechanical Waves - Hwk #1 12/7/2004 5 5 100% 2 Mechanical Waves-Hwk #2 12/6/2004 6 6 100% 1 Group Work 12/7/2004 2 1 200% 1 ------ ------ ------ 23 27 110.9%

Labs and Analysis(Wt = 20) Speed of Sound Lab Report 12/15/2004 8 10 80% 1

Mechanical Waves Packet 12/14/2004 18 18 100% 2

------ ------ ------ 26 28 93.3%

Tests(Wt = 50)

Test 1 1/5/2005 70 80 87.5% 0.5

Test 2 12/10/2004 20 25 80% 2

Test 3 12/17/2004 80 90 88.9% 1

Cumulative Test 1/14/2005 18 20 90% 3

------ ------ ------ 188 215 86.6%

Final Percent (Weighted) = 95.2%

Letter Grade = A

Signature Date


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Using Adjusted Points Adjusted points are a value you can give each definition that is greater or less than the Maximum points for the definition. This does not affect the student’s definition grade percentage (see example on next page); however, it does have an impact on the total points for the definition which can affect the overall grade. (Note: rounding will affect the earned adjusted points.) You can turn on Adjusted points in Setup—Preferences (you cannot use Scalar weighting and Adjusted Points at the same time). You will not need to change how you enter scores. The score you enter on each student will be based on the Maximum points and the Grade Book will calculate the adjusted points for each student for you. This can be used for weighted and/or non-weighted classes. If you have the Adjusted points option on and do not choose to adjust the points for a definition, the adjusted points field will fill in the Maximum Point value. Grade Book Definition Setup example:

Student calculation example:

Definition Maximum Points

Adjusted Points Entered (on definition)

Student Score Entered

Adjusted Points Earned

Homework 1 25 20 22 17.6 Homework 2 30 50 25 41.7


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Status Report

Class Info: Title Period CourseID Section ClassID Term Instructor

PHYSICS 3 402 4 9378 2 Deb Hempel

Score Possible Percent Comments

3 5 60% 6 10 5 60%

4 5 80% 4 5 ------ 80%

10 10 100% 5 5 10 100%

6 6 100% 6 6 ------ 100%

2 1 200% 2 1 ------ 200%

------ ------ ------ ------ ------ ------ ------

25 27 92.6% 23 27 ------ 85.2%

8 10 80% 8 10 ------ 80%

36 36 100% 18 18 36 100%

------ ------ ------ ------ ------ ------ ------

44 46 95.7% 26 28 ------ 92.9%

35 40 87.5% 70 80 40 87.5%

40 50 80% 20 25 50 80%

80 90 88.9% 80 90 ------ 88.9%

54 60 90% 18 20 60 90%

------ ------ ------ ------ ------ ------ ------

209 240 87.1% 188 215 ------ 87.4%

87.8%B+

Signature Date

Percent

Final Percent =

Definition setup

Letter Grade =

Entered score

Max Points

enteredAdj pointsentered

Final Percent (Weighted) = 90.4%

Class Comment: Extra credit is available for all students. If you have questions, please feel free to contact me at [email protected]

12/17/2005

Cumulative Test*

Test 3

* Adusted points option used

Key: A=Absent M=Missing E=Exempt T=Turned In I=Inactive X=Expired W=Work In Progress

1/14/2006

Homework(Wt = 30)

Mechanical Waves-Hwk #2

Vector Worksheet Hwk #2

Mechanical Waves - Hwk #1*

Labs and Analysis(Wt = 20)

12/14/2005

Group Work 12/7/2005

1/5/2006

12/10/2005

Speed of Sound Lab Report

Mechanical Waves Packet*

Letter Grade = A-

Due date

12/17/2005

12/17/2005

12/7/2005

12/6/2005

12/15/2005

Tests(Wt = 50)Test 1*

Test 2*

Definitions

Vector Worksheet Hwk #1*

1667 Snelling Avenue

St. Paul, MN 55108

Student ID: 1269Teacher: Deb Hempel

NOTE: This status report does not represent the student’s official grade. Information stated here is subject to corrections and revisions. Final grades will be published on the student’s official report card.

Student: CAROLE CHAPPLEDate: 6/25/2006Grade Level: 12

Example using adjusted points with weighted categories (rounding to the tenths) using an individual student class status report (taken from the class status report by clicking on a student)

Actual scores entered in GradeBook

(for example only - this field does not print. NOTE: the point totals for example are showing

if you did not use the Adjusted points option)

Adjusted Points Class Status Report Example

Grade Book High School


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Using Scaled Rubric Averaging If you are seeing this preference, your school has chosen to turn on the Scaled Rubric Average (SRA) calculation preference. This preference will modify your Grade Book in the following ways:

1. You will not have an option to use either Scalar Weighting or Adjusted Points calculation methods. 2. When a class is weighted, the categories each have a weight value. The sum of all categories’ weight value is 100. 3. Within each category, each definition (assignment) is given a maximum score equal to the maximum rubric score given

by your school. (For example, your school uses a Rubric scale 0-4. When you create a new definition, the maximum points default will be a 4.) If you attempt to enter a value other than 4, you will receive an error “The points possible value must equal the school defined rubric maximum of 4”.

4. Within each category, each definition is given a default scalar weight value of 1. If you want a particular definition to have a larger impact on the student’s grade, you can give the definition a higher Scalar Weight. If you want a particular definition to have less impact on the student’s grade, you can give the definition a lower Scalar Weight.

Example of Add a New Definition. This school has a maximum Rubric of 4; viewable in the Maximum points field.

5. For each definition, Grade Book calculates the rubric earned by multiplying the earned score by the scalar divided by the

Rubric multiplied by the scalar. This value is then multiplied by the Rubric.

6. Within each category, a Scaled Percent of Rubric is calculated by the SUM OF scores earned multiplied by the Scalar divided by the SUM OF Rubric multiplied by the Scalar. The Scaled Category is then calculated using the Scaled Percent of Rubric multiplied by Rubric multiplied by the Category Percent.

7. If there is no weighting of categories then the overall rubric is simply the Overall Scalar equals the (Scaled Percent of

Rubric) multiplied by the Rubric.

Formula: (Score earned x Scalar) / (Rubric x Scalar) x Rubric

Formula: SUM OF [Scores earned x Scalar] x Rubric x Category = Student’s SUM OF [Rubric x Scalar] weight category %

Formula: SUM OF [Scores earned x Scalar] x Rubric = Student’s SUM OF [Rubric x Scalar] overall rubric


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Formative Category Definition Scores Example Category Weights: Formative: 20

Summative: 80 (Total weight = 100)

Rubric 1‐4 (Rubric 4 is used for calculation)

Example of Scaled Percent of Rubric with weighted categories and rounding to thousandths using an individual class status report (taken from the class status report by clicking on a student).

Definition Score

Earned

Definition Maximum Possible (Rubric) Scalar Scores Earned x Scalar Scores Possible x Scalar

You and Your Values 3 4 1 3 earned x 1 scalar = 3 4 x 1 = 4 Setting and Achieving Goals 4 4 1 4 earned x 1 scalar = 4 4 x 1 = 4 Citizenship 3 4 2 3 earned x 2 scalar = 6 4 x 2 = 8 SUM OF =13 =16

Scores Earned

Scores Possible

3 4 4 4

6 8 13 / 16 x 4 3.25 3 4

3 / 4 x 4 3

3.25 (.20) + 3 (.80) = 3.05

(for example only—this will not print)

Formula: SUM OF [Scores earned x Scalar] x Rubric x Category = Student’s SUM OF [Rubric x Scalar] (school defined maximum) weight category % 13 ---------------- 16 .8125 x 4 x N/A = 3.25 For the class Final Average calculation, the Student’s Category % (3.25) would be multiplied by the Category Weight % (20).


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Data Entry Options

Definition sort/number by—Sort the Edit Scores for Multiple Definitions score entry page by category in ascending or

descending order. You can then select the date field you want to sort by and specify whether you want it sorted in ascending or descending order.

Student sort/number by—If you have enabled custom student sort fields you can select the number of the custom field you

want sorted. Repeat column headings every (10/20/30/40 or 50 lines)—If you have large class sizes, you can repeat the column

headings every 10/20/30/40/50 student names to help navigating your class lists. Show titles on Edit Scores for Multiple Definitions—Select to display abbreviated or complete definitions (instead of

definition numbers) on Edit Score for Multiple Definitions score entry pages. Show definition description—Check this box to display the definition description on Edit Scores for Multiple Definitions

score entry pages. Show an alert message when a score is entered that is greater than the maximum score for the definition. Maximum

percent threshold—Select this option to display a message if you enter a score that is greater than the maximum score specified on the Definition page. This alert is on the single definition edit, the multiple definitions edit and the single student definition edit. On the multiple definition edit, this alert will appear if any definition score on the page is more than the maximum; not just the definition being edited. This also applies to Extra Credit definitions where the maximum score equals “0”. If you have entered a score greater than the maximum and then Save your scores, the scores greater than the maximum will be bordered in red and you will receive the message “You are trying to save scores that exceed the maximum points. Continue?” with the option of OK or Cancel.

You can also set a Maximum percent threshold if you want to receive the warning ONLY when the score entered is greater

than the maximum by a certain percent.

Show an alert message when I am trying to save blank scores that will result in a status of ‘Missing’—When this preference is checked, the user will receive a warning message when entering scores and the score entry page contains no score or status for a definition with a due date of today or prior, the user user will receive a warning message “You are trying to save blank scores that will result in a status of Missing. Continue?” The default is for this preference to be checked *turned on so you will receive the warning message).

Show an alert message when I am trying to save a status that will result in losing a score—When this preference is

checked, the user will receive a warning message “You are trying to save a status that will result in losing a score. Continue? If you click OK, the original score will be replaced with the new status. If you click Cancel, the status will not be


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saved. To view the original scores, please click Undo All changes.” The default is for this preference to be checked (turned on so you will receive the warning message). If the user unchecks this preference and clicks Save, the user will receive a warning message, “Warning: You are removing a preference that would alert you when you are trying to save a status that will result in losing a score. Continue?”

Show category totals on Edit Scores for Multiple Definitions—This option will display category total columns on the Edit

Scores for Multiple Definitions score entry pages. Show definitions for last ______ days based on due date—This option will help you limit the number of definitions listed

on score entry pages. It is calendar days based on due date. Font size—Change the data entry font size from 9 points to as large as 16 points. The default font size is 9 points. Tab key moves cursor—Select if you want the tab key and Enter key to move “right” or “down.”


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Scores Select the term with which you would like to work, then select an action from the list of items next to the course to continue.

The current term will be highlighted. Select any previous term. Select the class you want to work with. Any “Action” list box that is larger than some of the other list boxes already have

Definitions defined. Select any of these actions from the “Action” drop down list box: —Add New Definition —Edit Scores for Multiple Definitions —Edit Multiple Scores by Student —Definition Copy —Manage Comments —Comment Copy —Submit Grades These options will be further described in the following pages.


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Add New Definition Use this page to add a new definition to a class or classes. Once you have saved the new definition, it will display on the Edit Definition, Edit Scores pages, and other editing pages where students scores are recorded.

Required Fields Title—Add a title describing the Definition. Category—Select a Category for the Definition. If the categories are weighted, the weights are displayed.

Non-Weighted Example Weighted Example

Start Date/Due Date (defaults to today’s date)—Enter the dates as MM/DD/YYYY. — The start date is the date the activity is assigned. It is available in SchoolView. — The due date is the student’s deadline for the submission of the completed definition. The definition score is included

in the grade calculation once the due date is reached, unless “Exempt,” “Inactive,” or “Turned In” status has been assigned to the student for the definition.

— If you are unsure of a date, click on the calendar link to display a calendar so you can select your date to automatically fill in the start or due dates.

Graded? (Yes is automatically selected, click on “No” if you do not want the Definition graded.) Maximum Points—Maximum points a student can earn for the definition. A warning message will be displayed if any required fields are missing.

Add Definition to Multiple Classes in

one step!


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Optional Fields Description—This field is available for further description and displayed in Grade Book reports and SchoolView. URL—Enter the complete link to a website for further information or reference that has more information about this definition.

This link is available in SchoolView. Note: A Test URL is available to verify that the URL you entered is correct.

Select other classes you would like to add this definition to—if you want this same definition added to other classes,

check the appropriate class(es). Text Editor A text editor is available which will allow you to:

bold

underline

italics

color

link--a reference to a document. A link can point to a whole document or to a specific element within a document.

remove link—remove a reference to a document. This icon will remove a previously created link.

To add a text attribute, you can type in your complete comment, select the text, and then click on the corresponding icon. Another way would be to click on the icon, type your text, and turn off the feature by clicking on the icon again. To add a link (a reference to a document), you will need to type in the text you want to display. Select the text, and click on the ‘link’ icon. An Insert/edit link window will display (see below). You will enter the URL and a title. Your link MUST start with http:// before the web address. If you do not, the text editor will give you a message and add the http:// to your URL when you click OK.

The Title is the text that a viewer will see when they hover over the link in the completed comment.


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Add Definition—Save Options

Save—Click “Save” to save the Definition and return to the “Scores” menu. Save & New—Click “Save & New” to save the Definition and clear the screen to add a new definition. Save & Enter Scores—Click “Save & Enter Scores” to save the Definition. You will be brought to the “Edit Scores” screen

to automatically enter scores for that Definition. Scores Menu—Click to be brought back to the Scores Menu to make another selection. Spell Check

Click on the “Check Spelling” button to check your work. Edit user dictionary—Add or remove words from your “user dictionary.” Spelling options—Set options that affect the way the spelling checker works.


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Extra Credit for Non-Weighted Classes If you do not use weighted categories, the category Extra Credit automatically is created for the class. On the Add New Definition and the Definitions Editor page, select “Extra Credit” in the Category list box.

Highlight “Extra Credit” in the Category list box. Add the Title, Start date and Due date. Graded? (Yes is automatically selected, this must be checked if you want to include extra credit points). Leave the Maximum points field blank. Any points earned will be “extra” and will improve the student’s grade. If you attempt

to enter maximum points with Extra Credit selected in the Category field, you will receive an error message. Enter a Description if desired. Click on any of the “Save” buttons to continue. Extra Credit for Weighted Classes An extra credit category will not work for weighted classes. To give extra credit for weighted classes, create a Definition in

the category where you want the extra credit to apply. Leave the maximum score blank.


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Enter Scores To enter scores for a student, click “Scores” in the menu. To edit scores for one definition, click on the Class Name. All definitions in the class will list. From the drop down “Action” list box, select “Edit Scores” for a particular definition.

Definitions will be denoted with the following symbols if scores exist for students. See screen sample above.

Scores Menu

Select Edit Scores


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Edit Scores Enter a score or a status for each student. The student whose scores you are entering is highlighted and their name displays in the bottom left of this screen.

NOTES: When saving any of the score entry pages, Grade Book automatically assigns the status “Missing” for a student with no score

or status if the Definition due date is the same or prior to the current date. There is a preference (Show an alert message when I am trying to save blank scores that will result in a status of ‘Missing’.) that will give the user a warning message, “You are trying to save blank scores that will result in a status of missing. Continue?” as a warning. Definitions with future dates will remain with no status (“Status” field will be blank). You have the option to manually assign the “Missing” status even with a Definition due date in the future. The default is for this preference to be checked (turned on to receive the warning message).

When modifying a score to a status on any score entry screen, there is a preference (Show an alert message when I am trying to save a status that will result in losing a score.)) that will give the user a warning message “You are trying to save a status that will result in losing a score. Continue? If you click OK, the original score will be replaced with the new status. If you click Cancel, the status will not be saved. To view the original score, please click Undo All Changes.” The default is for this preference to be checked (turned on to receive the warning message). If you uncheck (turn off) this preference, the date of the modification will display alerting you that you have changed this preference from the default.

Status Status describes the student’s completion status for the Definition. The status affects whether or not the score is included in the grade calculation. When you assign a score and “Save,” the “Graded” status is automatically assigned. To assign another status, select it from the list box or type the first letter of the status. For example, enter “A” and “Absent” will pre-fill the “Status” box.


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Graded—Definitions are given a score. Scores are entered and the “Graded” status is automatically assigned when the

scores are saved. Graded scores are included in the grade calculation. Absent—This status indicates that the student was Absent when this definition was turned in. This status does affect the

student’s grade calculation. Note: The Definition will not be included in the grade calculation if your “Preferences” are set to “Remove scores with status “Absent” from letter grade calculation.”

Missing—This status indicates that the definition was missing and has not been turned in for grading. This status does

affect the student’s grade calculation. Note: Missing status will not count against the student if the “Remove scores with status “Missing” from letter grade calculation” is checked on the “Preferences” page.

Exempt—This status indicates that the student is exempt from completing this definition. This status does not affect the

student’s grade calculation. Turned In—This status indicates that the student has turned in a definition. However, the student has not received a score

for this definition. This status does not affect the student’s grade calculation. Inactive—This status (inactive) indicates that the student was not enrolled in the class when the definition was due. This

status does not affect the student’s grade calculation. Expired—This status indicates that the period for accepting work for the definition has expired. This status does affect the

student’s grade calculation. Note: Expired status will not count against the student if the “Remove scores with status “Expired” from letter grade calculation” is checked on the “Preferences” page.

Work In Progress—This status indicates that the definition is a work in progress. This status does not affect the student’s

grade calculation. Requirement Not Met—This status indicates that the definition requirement not met. This status does affect the student’s

grade calculation. If a student has this status for any definition, their term grade will turn to an “I” (Incomplete) when the scores are saved. This “I” will display in Grade Book reports, score entry pages, StudentLink and SchoolView.

Apply Score

Apply All—This will apply the entered score to all students. Apply to Empty—This will apply the entered score to all students who do not have a score. Apply Status

Apply All—This will apply the entered status to all students. Apply to Empty—This will apply the entered status to all students who do not have a score. Apply To Status

The status in the “Apply Status” drop down list box will replace the status that is in the “Apply To” status drop list box. Comments Use this field to enter comments about the student’s performance on a definition. The comments can print on reports. Definition Pct LG This is the student’s earned percent and letter grade for this definition.


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Final Pct LG This is the student’s cumulative earned percent and letter grade for the class and term. The Pct and LG scores are updated each time you save. Definition Options

Choose another definition—Return to the Scores menu to select another definition to edit, delete, or score. Show dropped students—Display students who have dropped from the class so grades can be entered. Those students

are highlighted with a red asterisk and gray background. NOTE: If all students in the class are dropped, you will receive the message “No students enrolled in this class!” and you will

not be able to edit scores or statuses for this class. Edit this definition—Brings you to the “Edit Definition” page so changes can be made to the Definition details. Add a new definition—Brings you to the “Add New Definition page. Edit a Definition

Select “Scores” from the main menu. Select the class. Highlight “Edit Definition” in the drop down list box, the “Edit Definition” page displays. Edit the appropriate fields and click

the “Save” button. If you have entered a URL for this definition, a “Test Link” will display to verify that the URL you entered is correct.

If the definition exists in other classes, you can apply the changes by checking the definition in the appropriate classes. You can also select the “Delete” button to delete the definition. Delete a Definition Select “Scores” from the main menu. Select the class. Highlight “Delete Definition” in the drop down list box. A cautionary message is displayed as shown below.

Note: If you have already assigned students’ grades for the defined definition or test, the scores will also be deleted.

If you want the changes in this definition to be in other classes also, check the box to the left.


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Edit Scores for Multiple Definitions From the Scores—Main Menu, select from the “Action” drop down list box next to a class “Edit Scores for Multiple Definitions.”

Note: The number to the right of “Edit Scores for Multiple Definitions indicates how many Definitions are attached to a class.

You can edit the scores and status on this page. Note that the “Definition Index” is listed to the right. You can also click on

the “All Definitions (new window) at the top of the page. The maximum points for a definition is listed in parentheses next to the Definition title. To see more information about a “Definition” click on the Definition heading to go to “Edit Definition” for this definition. A Choose another course list box is available to navigate from class to class. If you have made modifications, did NOT save

them and choose another course from the list box, the user will receive a warning that information has not been saved. The individual score cells will be highlighted in a color (pale red) when the score status is A, M, X or a blank score. The Edit Scores for Multiple Definitions score entry page will display 10 definitions per page. If you have more than 10

definitions, you will see Page1, Page 2, etc. The number of displayed definitions and the sort of displayed definitions can be edited in Setup, Preferences.

In addition to the definition displaying (No title, Abbreviated title, Full title modified in Preferences), The Edit Scores for Multiple Definitions score entry page will display 10 definitions per page. If you have more than 10 definitions, you will see Page1, Page 2, etc. The number of displayed definitions and the sort of displayed definitions can be edited in Setup, Preferences.

If you want to work with one of the displayed definitions, you can select the definition from the “For the selected definitions” list box. The selected definition column will highlight and navigation will stay within the definition.


TIES, March 2013

Also available for one definition is the ability to change a current status or score to a new status or score. Perhaps you want to give all “Missing” statuses an “Expired” status. Select the definition in the “For selected definitions” list

box, enter the new status (“E” for Expired) in the Apply score or status box, enter the current status (“M” for Missing) in the Apply to Status box, enter the current status (“M” for Missing) in the Apply to Status box, and click Apply to Status. All “M”issing will now display as “E”xpired. Click on Save.

Perhaps you want to score a single definition and most students have the same score. Select the definition in the “For selected definitions” list box, enter the score in the Apply score or status box and then click on Apply All. If you have entered a score for some students, and all other students have the same score, you will click on Apply to Empty. Click on Save.

When saving any of the score entry pages, Grade Book automatically assigns the status “Missing” for a student with no score or status if the Definition due date is the same or prior to the current date. There is a preference (Show an alert message when I am trying to save blank scores that will result in a status of ‘Missing’.) that will give the user a warning message, “You are trying to save blank scores that will result in a status of missing. Continue?” as a warning. Definitions with future dates will remain with no status (“Status” field will be blank). You have the option to manually assign the “Missing” status even with a Definition due date in the future. The default is for this preference to be checked (turned on to receive the warning message).

When modifying a score to a status on any score entry screen, there is a preference (Show an alert message when I am trying to save a status that will result in losing a score.) that will give the user a warning message “You are trying to save a status that will result in losing a score. Continue? If you click OK, the original score will be replaced with the new status. If you click Cancel, the status will not be saved. To view the original score, please click Undo All Changes.” The default is for this preference to be checked (turned on to receive the warning message). If you uncheck (turn off) this preference, the date of the modification will display alerting you that you have changed this preference from the default.

Work with one displayed Definition.


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Edit Multiple Scores by Student From the Scores—Main Menu, select from the “Action” drop down list box next to a class “Edit Multiple Scores by Student.”

Update the status, score, and comments for all Definitions for student.

NOTES: Option to enter a status (i.e., “A—Absent” or “E—Exempt”) in the Score column. To choose a different student in a different class, choose the class from the Choose another course list box, and then the

student from the class. When saving any of the score entry pages, Grade Book automatically assigns the status “Missing” for a student with no score

or status if the Definition due date is the same or prior to the current date. There is a preference (Show an alert message when I am trying to save blank scores that will result in a status of ‘Missing’.) that will give the user a warning message, “You are trying to save blank scores that will result in a status of missing. Continue?” as a warning. Definitions with future dates will remain with no status (“Status” field will be blank). You have the option to manually assign the “Missing” status even with a Definition due date in the future. The default is for this preference to be checked (turned on to receive the warning message).

When modifying a score to a status on any score entry screen, there is a preference (Show an alert message when I am trying to save a status that will result in losing a score.) that will give the user a warning message “You are trying to save a status that will result in losing a score. Continue? If you click OK, the original score will be replaced with the new status. If you click Cancel, the status will not be saved. To view the original score, please click Undo All Changes.” The default is for this preference to be checked (turned on to receive the warning message). If you uncheck (turn off) this preference, the date of the modification will display alerting you that you have changed this preference from the default.


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Manage Comments From the Scores—Main Menu, select from the “Action” drop down list box next to a class “Manage Comments.”

Use this screen to enter comments about a course, or enter comments on a specific student in that course.

You can add new or edit existing comments. Delete All—Deletes all comments on this page Undo All Changes—Restores all deleted comments since you last saved.

You can manage comments for all classes by switching from class to class.


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Text Editor A text editor is available which will allow you to:

bold

underline

italics

color

link--a reference to a document. A link can point to a whole document or to a specific element within a document.

remove link—remove a reference to a document. This icon will remove a previously created link.

To add a text attribute, you can type in your complete comment, select the text, and then click on the corresponding icon. Another way would be to click on the icon, type your text, and turn off the feature by clicking on the icon again. To add a link (a reference to a document), you will need to type in the text you want to display. Select the text, and click on the ‘link’ icon. An Insert/edit link window will display (see below). You will enter the URL and a title. Your link MUST start with http:// before the web address. If you do not, the text editor will give you a message and add the http:// to your URL when you click OK.

The Title is the text that a viewer will see when they hover over the link in the completed comment.


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Utilities Select Utilities from the “Main Menu. The menu below will be displayed.

Copy Utilities Category Copy—This utility will allow a teacher to copy categories and weights (when applicable) between

classes, terms, and years. There is a Replace All Categories option which will replace the categories in the destination class(es) with the source class categories and weights (when applicable). If definitions exist in the categories of the destination class, a warning message will display. You will need to Edit the Definition to place the definition in a new category.

Comment Copy—This utility will allow teachers to copy class and student Comments between classes, terms, and years. Custom Field Copy—This utility will allow a teacher to copy student custom fields from class to class(es) within a

term, and from term to term. A Select All feature is available. The following apply: — If data exits in the destination class, warn that it may be overwritten. — If no labels are setup in the destination class, create them for the fields being copied.

— If the labels in the source class do not equal the labels in the destination class, they will not display as an option to copy.

— Custom label 1 title must equal custom label 1 title. — Source custom fields must be active to be copied. — Select All for students for one custom field option. Definition Copy Editor— This utility will allow teachers to copy Definitions between classes, terms, and years. Before

copying definitions, verify that the correct categories exist for the class. Remember you can copy categories. Grading Scale Copy— This utility will allow teachers to copy Grading Scales between classes, terms, and years. Score Copy—This utility will allow a teacher to copy student scores and custom fields from one class to another within the

same term. To utilize the score copy, the teacher must be the same, the definition titles and the custom field names must be the same.


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Category Copy This utility will allow teachers to copy Categories between classes, terms, and years. It is recommended that you copy

categories before you copy definitions.

Select a source class. To select a class from a different year or term, choose the appropriate source year and/or term from

the drop-down list. You may choose from any source you wish including the current year and term. Select the destination classes. A new copy of your existing categories will appear in the destination classes. You may

select multiple destination classes. Once you have selected the destinations, click the "Next" button.


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Select the categories you would like to copy by checking the Export checkbox located next to each category. Select the

“Copy” button to complete the copy. Note: If definitions exist in the categories of the destination class, a warning message will display that

“Information exists and will be orphaned if copied.” You can copy a new category to a different term and not orphan existing data.

If you want to replace the categories in the Destination class with the categories in the Source class, click “Replace With Selected Categories.” If definitions existed in the Destination class (signified by a red asterisk), they will be orphaned from a category until you link them. You will need to go to Edit Definition to place each definition in the correct category. In Scores, click on the class name and the list of definitions will display. Any definition that does not have a category attached will need to be edited.


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Comment Copy This utility will allow teachers to copy Comments between classes, terms, and years.

Select the “Source Year” and “Source Term” as well as the “Destination Term” from the list boxes. Click on the radio button of the source class you want to copy. Select the check box(es) of the destination class(es) where the comments will be copied. After selecting “Next” the screen below will display:

Click on the “Export” check box of the comments you want to copy to the Destination Class. Individual student comments will be copied only to the destination classes for the students that are in both classes.


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Custom Field Copy This utility will allow teachers to copy Custom Fields setup in Preferences between classes, terms, and years.

Select the “Source Term” as well as the “Destination Term” from the list boxes. Click on the radio button of the source class you want to copy. Select the radio button of the destination class where the “Custom Fields” will be copied.


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After selecting “Next” the screen below will display:

Carefully review your source and destination selections. To change your source/destination settings, please choose the "Back" button below (optional). Export—Select the custom fields you would like to copy by checking the Export checkbox located next to each student. The

custom field for each selected student will only be placed in that student’s custom field in the destination class. Select the “Select All Students” checkbox to copy that custom field for all the students at once.

Click the “Copy” button when you are ready to perform the custom field copy. You will receive a message that the “Custom Fields have been successfully copied.” Items to keep in mind: If no labels are set up in the destination class, they will be created fro the source class. You can only copy custom field 1 to custom field 1, custom field 2 to custom field 2, etc. Source custom fields must be active.


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Definition Copy This utility will allow teachers to copy Definitions between classes, terms, and years.

Select the “Source Year” and “Source Term” as well as the “Destination Term” from the list boxes. Click on the radio button of the source class you want to copy. Select the check box(es) of the destination class(s) where the Definitions will be copied. After selecting “Next” the screen below will display:

Click on the “Export” check box of the Definitions you want to copy to the Destination Class. The start dates and due dates can be changed if you are copying the Definitions to a class in another term, or you can edit

them in the Definition Editor after they have been copied to the new destination. When copying definitions from one term to another or one school year to another, the Start Date and Due Date will default to the last date of the destination term.

Categories will be copied from the Source class to the Destination class. You can change a definition’s category by selecting it from the Destination Category List box. If an existing category from your source class does not exist in your destination class, it will automatically be created for you. If you do not see what you want to use, navigate to Setup/Category Editor, select the Destination class and add a new category before proceeding to copy the definitions.

If the destination class is weighted, the copied category will have a weighted value of zero. You will receive a warning message to review category weights.

To return to Step 1 of the Definition Copy and change your source/destination setting, click the “Back” button. When you have selected definitions and made any necessary changes, click “Copy.”


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Grading Scale Copy This utility will allow teachers to copy Grading Scales between classes, terms, and years.

Select a source scale. To select a scale from a different year or term, choose the appropriate source year and/or term from

the drop-down list. You may choose from any source you wish including the current year and term. Select the destination term. Enter the scale name for the new scale. If you leave the scale name blank, the source scale

name will be used for the new scale. A new copy of your existing scale will appear in the destination term. Once you have chosen the destination, simply click the "Copy" button.

Click the "Copy All" button to copy all the scales, except the default scale, from one term to the other.


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Score Copy This utility will allow teachers to copy Scores and Custom Fields from one class to another within the same term. To utilize the Score Copy, the teacher must be the same, the definition title and the custom field names must be the same.

Select the source class. To select a class from a different term, choose the appropriate term from the drop-down list. You

may select from any term you wish including the current term. Select the destination class. A copy of the existing scores will appear in the destination class. Once you have selected

the destination, click the "Next” button. Review your source and destination selections.

Select the student for which you would like to copy scores. If you do not see the student listed in the destination class, you

may need to perform the Roster Refresh Utility to pull in your new rosters. If that does not solve the issue, you may need to check with the scheduling office.

Once you have selected the student click on the “Next” button.


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Carefully review your source and destination selections

Select the custom fields and/or scores you would like to copy by checking the Copy checkbox located next to each item. To

copy custom fields, the custom field number and label must match for the value to copy. To copy scores, the definition category, title and maximum points must match for the score and comment to copy.

Click the “Copy” button when you are ready to perform the score copy. You will then receive a message “The custom fields and/or scores were successfully copied.” Select the “Next” button to copy score for another student.


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Grade Submission to i-Cue Mark Reporting Select Utilities—Grade Submission.

To change terms click the term link at the top of the table. Select a class from the Schedule. In the Action box, you will select Mark Reporting or Report Card (for users of i-Cue Report

Card).

Associate the Grade Book Types with TSIS grade types in the drop down list box. In the example above, the teacher is

submitting a Q4 (Quarter 4) grade, an FX (Final Exam) grade, and an FG (Final Grade for the year). Click on the “Submit Grades” button to submit grades to i-Cue Mark Reporting. If you do not want to submit grades select the “Return to Class List” button.

If YTD is active in your school and you are questioning your YTD (Year-to-Date) setup, you can click on Manage YTD Options to review/modify your setup.

After grades have been submitted the screen below will display:

Option 1—Click on the Return to Grade Submission Utility link to submit grades for another class. Option 2—Click on the View grades in i-Cue Mark Reporting link to view grades in Mark Reporting, to modify a submitted

grade, or to add comments to print on the report card. NOTE: Only active students in your class will be included in the grade submission. If a student is dropped from the class, a

grade will not be submitted for this student.

MR—Overall Term Grade is for submitting the ‘term’ grade. MR—YTD “XXX” Grade is for submitting the category you have created in Manage YTD Options. The “XXX” reflects the name you have given this category. MR—YTD Overall Grade is for submitting the YTD grade. If this is a semester class, you may be submitting the semester grade. If this is a year-long class, you may be submitting the grade for the entire year.


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Grade Submission to i-Cue Report Card Select Utilities—Grade Submission.

To change terms click the term link at the top of the table. Select a class from the Schedule. In the Action box, you will select Mark Reporting or Report Card (for users of i-Cue Report

Card). If the submission dates set up by your school administration are not open, the page will display a message in red at the top

of the page “*This term is not open for grade submission.”

Associate the Grade Book Types with TSIS grade types in the drop down list box. In the example above, the teacher is

submitting a Trimester grade, an FX (BEAR Bucks) grade (category defined by teacher in Manage YTD Options. Click on the “Submit Grades” button to submit grades to the i-Cue Report Card. If you do not want to submit grades select the “Return to Class List” button.

If YTD is active in your school and you are questioning your YTD (Year-to-Date) setup, you can click on Manage YTD Options to review/modify your setup.

After grades have been submitted the screen below will display:

Option 1—Click on the Return to Grade Submission Utility link to submit grades for another class. Option 2—Click on the View grades in Report Card link to view grades in the Report Card, to modify a submitted grade, or

to add comments to print on the report card. NOTE: Only active students in your class will be included in the grade submission. If a student is dropped from the class, a

grade will not be submitted for this student.

RC—Overall Term Grade is for submitting the ‘term’ grade RC—YTD XXXXXXXXXX Grade is for submitting the category you have created in Manage YTD Options. The XXXXXX reflect the name you have given this category. RC—YTD Overall Grade is for submitting the YTD grade. If this is a semester class, you may be submitting the semester grade. If this is a yearlong class, you may be submitting the grade for the entire year.


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Roster Refresh Performing a full Roster Refresh instructs your Grade Book to re-check all of your classes that are currently scheduled in TSIS for any/all changes to your class roster. The Grade Book needs to electronically communicate with TSIS to perform this action. This utility will take time to complete the synchronization of data.

The screen below will display during the “Roster Refresh.”

Please note: Performing a Roster Refresh is valuable if you know a student has been recently added or dropped from your class

roster.


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Reports From the menu, select Reports. Select either Preformatted or Custom.

Preformatted These reports are preformatted, but offer several options to customize your reports. The available options differ between the

reports. Once a report is selected, the available options are displayed. If they are not available, they will be grayed out.

These reports are preformatted, but offer several options to customize your reports. Follow the steps below: 1. Select the Year and Term. Verify that the correct Year and Term are displayed in the drop down list box. 2. Select Report In the “Select report” drop down list box choose the report you wish to print. 3. Select Class Click the check box to the right of the “Class Name” to select the class(es). You also have the option to Select all

classes. If you want each class on a separate page, select Page break between classes. 4. The Filter, Sort, and Format options that are not available for the selected report will be grayed out.

1) Select the Year and Term

2) Select Report

3) Select Class

Select all classes/Page brake between classes


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Preformatted Options Filter

Only students with final percent lower than—Narrow the list of students on the report by only displaying students with a

final percent lower than the specified value. Show dropped students—Select this option to include the students that have dropped the class. Select students—Select this option to choose specific students in a class(es). Definitions—Show definitions with a due date of today or earlier, show all scored definitions regardless of the definition due

dates, and show all definitions scored or not are the different options for the definitions to show on reports. Show definition excluder—Select this option to use this utility on the Class Status or Standard reports. If this option is

selected, a new window will be displayed when the “Run” button is selected so definitions can be excluded from your report before it is printed.

Show definitions from [mm/dd/ccyy] to [mm/dd/ccyy] based on due date—Select this option to show only the definitions

with due dates in the date range. Show definitions for last [#] days based on due date—Select this option to show only the definitions with due dates in the

past number of days from today. Sort

Definition sort/number by—Start date, Due date, Entry date. Start date and Due date are the fields provided on the

Definition Editor screen, select here the date you want to sort by and specify whether you want it sorted in ascending or descending order. The Entry date is the date you added the definition (not editable).

Student sort/number by—Name, Grade, Student ID, Random, Custom1, Custom2, or Custom3. (Custom1, Custom2, and

Custom3 are the custom fields you can define and assign a value to each student); select the field you want to sort by and specify whether you want it sorted in ascending or descending order.

—Asc represents ascending order (e.g. 1-5, A-Z, January-December, May 1-May 15) —Desc represents descending order (e.g. 5-1, Z-A, December-January, May 15-May 1) Group by—Student - page breaks, Student - no page breaks, or Definition are the options available on the Missing Definition

report. Sort by homeroom teacher—This option is for the Class Status and Missing Definition reports.


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Format

Shading, Gridlines, Signature/date line, School address, Show definition description, Show extra columns, Paginate,

Hide statistics, Hide final percent, Hide final letter grade, Show attendance, Hide student name, Hide student ID, Hide student enrolled grade, Hide definition list, Hide entry date, Hide start date, Hide due date, Hide class comments, Hide student comments, Hide definition comments, Show combined totals—Click on the check boxes to select any of these options. Available options may differ by report.

Extra columns—Select this option to see extra blank columns on the Standard report. Definition titles—Hide definition titles, Show abbreviated definition titles, and Show complete definition titles are the different

options for the definition titles on the Standard report. Column layout—Show full report, Show only category averages, and Show only totals are the different options for the

column layout on the Standard report. Student name layout—Show on both sides, Show on left side, and Show on right side are the different options for the

student name layout on the Standard report. Final total layout—Show on both sides, Show on left side, and Show on right side, show on neither side for the total percent

and grade on the Standard and Wide reports. If activate, the YTD column will display to the left, right or neither depending on the choice. If the Final Total layout is both left and right, the YTD column will continue to display on the right.

Score layout—Show both scores, Show only entered score, and Show only adjusted score are the different options for the

score layout on the Standard and Wide reports. Definition grade layout—Show percent, Show letter grade, and Show both are the different options for the definition grade

layout on the Class Status report. Category total layout—Show average and Show points are the different options for the category total layout on the

Standard report. Font size—Change the printed report font size from 8 points to as large as 16 points. Homeroom teacher title—Enter the heading for the homeroom teacher/advisor displayed on the Individual and Class Status

report.

Combine classes—By checking this, the Class Status or Missing Definition report will look at multiple classes for a student. If a student is in more than one of the classes you teacher, you can select all of the classes and get one report for the student with all classes listed.

NOTE: Any option that has an icon next to it is telling you that this option will affect the display in SchoolView.


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Custom Reports From the Report Link, select Custom.

Step 1—Selection

Select the year and term. Select a class. Click the next button to proceed.

Select the Year and Term

Select the class.

Click next to continue.


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Step 2—Select Report Select the type of report you would like to create: The Definitions report type allows you to report on all of your class definitions, statuses, scores, and definition comments. The Student report type allows you to report on student information such as earned percent and custom fields. The Final Grades report type allows you to report on Grade Book calculated and submitted final grade information.

Step 3—Select and Organize Fields Select the type of data you wish to report on.

Select fields you want to report on and organize your selected fields. Available Fields—Use the Add or Remove buttons to add or remove fields. Selected Fields—Use the buttons to move fields from the top or to the bottom of the box or use the up or down arrows to

move a field up or down in the box. Select the “Next” button to go to the next step.


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Step 4—Filter Options You can limit the report to records that have a particular value or range of values. In the example below, Grade Status equals M (Missing) or Grade Status equals X (Expired).

If you click on the “What will this give me?” button, a description will display describing the results of the report before you

select the “Next” button to proceed.


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Step 5—Report Results/Options The screen below displays the results of the report:

If you want to save this report to use in the future, you will need to give your report a name and click the “Save” button. Use the “Save As” button to save a previously saved report with a different name and customize it with changes. If you have changed a report, click on the “Run Report” button for the new results. Summarize Information by—Option available to summarize your report. This drop down list box will change depending on

the filters selected when creating your report. After you have selected your option to summarize the report, it will be displayed in the window. Click on the “Print” button to

display the report in a new window to print.

Summarize Options


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Summarize by Definition Name—Example

Summarize by Grade Status—Example


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View or Update Existing Custom Reports Click on “Reports” from the Main Menu and select “Custom.” Click on the report name to the left under “Saved Custom Reports.”

The name of the report you selected will be displayed at the top of the page.

Under “Class Name,” select a class link to display the report at the bottom of the page. OR Under “Action” click on a “Print” link to open a new window with the report you selected.


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Report Samples

Standard Report This preformatted report shows the scores or statuses of each student for each Definition grouped by category.


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Wide Report This preformatted report shows the scores and statuses of each student for each definition not grouped by category.


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Class Status Report This preformatted report shows the detailed scores of the class’s students, one student per page.


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Blank Roster This preformatted report lists students, their student ID numbers, and enrolled grades in alphabetical order. There are twenty empty fields for each student in the table to be used as needed.


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Statistics Report Below is an example of the Statistics report. To view the individual student version, click on the student name link. To view the definition version, click on definition link. To view categories version, click on the category link.

Class Statistics


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Student Statistics

Definition Statistics


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Category Statistics

Statistics for Two Classes (Show Combined Totals)


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Missing Definition—Group By (student—no page breaks) This preformatted report lists the definitions that have the status of “A” or “M.”


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Missing Definition—Group By (definition) This preformatted report lists the definitions that have the status of “A” or “M.”


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Term Progress Report This preformatted report is an optional report that must be requested by the district and school. This preformatted reports shows the current Grade Book grade of the class’s students, one student per page for all of the students’ classes even if you are not the teacher of the class. This report duplicates the Grades Summary page available in StudentLink.

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