how to generate end of year elementary report cards sms 2 ... · note: choosing more than just the...

Skyward Web: Elementary FINAL Report Cards2019 Page: 1 2019-05-01-Technology/TSM

How to Generate End of Year Elementary Report Cards SMS 2.0--2019

FINAL REPORT CARD NOTES:

2019—Window envelopes will be used to mail home the report cards. The report cards will have the

student’s address printed in the top portion of the report card. It is imperative you follow the directions in

this document so that the addresses print and are positioned correctly.

Since you will also be mailing home the PK, KG and 1st grade report cards that do not generate out of

Skyward, you will need to print a cover page with the address in the correct position. A data mining report

has been created for you for this purpose. You must follow the directions on starting on page 12 exactly for

this cover sheet to print correctly.

Do not add more information than is demonstrated in the instructions. If you add more, you COULD cause the report

cards to turn from portrait format to landscape format. The landscaped report cards will not fit in the envelopes

appropriately. All of the Report Cards have been approved by the administration for their content and format.

Your final report cards could go to two pages. Although new Report Card format settings in Skyward should help to

combine class grades on one line, some students could still have a report card that extends to two pages. If that is the

case, you will need to set both the report card report template to “duplex” AND your printer to duplex.

By setting the Report Card template to “duplex”, this will insert a blank BACK page for the report cards that are not

two pages, but will allow for the data on the two page report cards to print on the back of the duplex report card.

You must also tell your printer to duplex print the report cards; otherwise it will just print everything on the front of

the paper and some students will have two pieces of paper instead of one. This is not what you want. Make sure you

are using a printer that has the duplex feature. Every campus has a printer (that may be a combination copier/printer)

with this capability. If your computer is not mapped to the duplex printer, please send in a service ticket for this

purpose. (Setting instructions for the printer are included later in these instructions.)

HOW WILL I KNOW THAT I HAVE REPORT CARDS THAT ARE TWO PAGES? Once the report card report has completed

processing, open it to view. Right click in the field of the report card and select FIND. In the FIND box, type in the word

CONTINUED and let it search the document for this designation. If you find ANY report cards that are continued to a 2nd

page, you MUST regenerate them and PRINT THEM WITH THE duplex set up.

TIPS FOR KEEPING THE REPORT CARDS ONE PAGE LONG:

If you find you only have a few students whose report cards are two pages note PAGE NUMBERS FOR THOSE PAGE

NUMBERS, you could:

A. Pull those students’ report cards and staple the pages together before placing them in the envelope.

B. Check the Comments areas. There may be hidden blank lines in the boxes. Try to type in your comments

without using your return key especially in the middle of sentences. Remove any blank lines.


A. Teachers should have been given campus-based instructions regarding deadlines and

procedures for grade reporting.

These are 3 suggested options when it comes time to print report cards:

1. Set a date and time report cards will be printed each reporting period. Teachers will not need to

do anything extra except make sure all their assignment grades, conduct grades, and report card

comments are entered by that time AND are dated within the specified term.

2. Set a date and time for all teachers to have their assignment grades, conduct grades, and report

card comments entered for each reporting period AND are dated within the specified term. Your

clerk will then generate and distribute “Grade Input and Proof Sheets” with a designated deadline

for teachers to review and correct their gradebook. Once all corrections have been made,

generate report cards. (If you select this option there is a separate HOW TO named How to Generate

the Grade Input/Proof report to verify posted grades for IPRs and Report Cards - (9/2014) on the HOW TO web

page.)

3. Have teachers use the function in their grade book to “Mark All Classes Complete.” Your clerk can

then check a listing of teachers who have not posted. Once all teachers have all their classes

marked complete, generate report cards. (If you select this option there is a separate HOW TO for

How to View Teachers Who Have Not Marked Their Classes Completed - 2008 on the HOW TO web page.)

NOTE: These following steps for generating report cards are based on Option 1.

B. Update Attendance – From

Office/Attendance/Setup/Utilities—

Select “Update Student Classes with

Term Attendance”.

1. Add a template if you have not

already done so.

2. Set Terms to All Year

3. Click the Absence Types button

4. Select U, A, S and T

5. Click Save on the type screen.

6. Click Save and Run on the

Template. (you will just modify

this template for future reporting

periods.) This utility will run in your print queue. Once it is complete you can continue.

http://w3.birdvilleschools.net/skyward/HowTo/GRADEINPUT-PROOFREPORT.pdf

http://w3.birdvilleschools.net/skyward/HowTo/GRADEINPUT-PROOFREPORT.pdf

http://w3.birdvilleschools.net/skyward/HowTo/ViewingTeachersClassesNotComplete.pdf


C. Generating the Report Card File—

1. Go to Office/Grading/Report Cards/Reports,

2. Under Report Cards, Select District Report Cards-DR

d. Click Add a new template

You MUST CREATE A NEW Final report card template this year if this is the first year you are

creating report card templates. Do not use templates created by other users because you cannot

update the information, so that the student’s address will print on the report card to show in the

window envelopes.

You CAN use a template that may have been cloned for you from last year- but MAKE SURE IT

PRINTS THE ADDRESS BEFORE YOUR PRINT THE REPORTS ON PAPER TO BE MAILED! IF IT DOES NOT,

YOU NEED TO CREATE A NEW TEMPLATE.

1. Name your template “2019-FINAL RC WITH ADDR”.

2. Make sure the year is correct

3. Select 2019-ENHANCED FINAL RC (some names are slightly different, but everyone has the word FINAL in it.)

for the Report Card Setup Template:

IF YOU SELECT ANY OTHER REPORT CARD SETUP TEMPLATE, YOUR ADDRESSES WILL NOT PRINT ON THE

REPORT CARD.


4. Click the RANGE selection and then the Ranges button.

a. Set the ranges for grade (ex: 02-05)

and Student Status to ACTIVE.

b. Click SAVE


5. MAIN SETUP- expand the section by clicking the +.

a. Change the “Grading Period” drop down to “Run for Grading Period”

b. Change the term to show Term 6. (Note that this is grading period 12- You will

use this number to indicate the correct teacher comments to print)

c. Uncheck “run GPA Calc for each student on the report”

d. Check the “GRADE BUCKETS” the grade buckets that are checked in this example.

NOTE: Choosing more than just the final citizenship grade will cause issues with

the format of the report card.

NOTE: Until you are sure the report cards are printing correctly and you have printed the official

report card, DO NOT CHECK the box to “Save Report Cards To Student Portfolio”. This will be done in

a later step and only after the report cards have been verified correct.


6. FORMAT- expand the section by clicking the +.

a. Click inside the box for the Heading area. This is where you will type in the school

name, address, and principal’s name

b. Check the box for “Change Report Heading” and type in the correct marking period

information.

c. Check the box for “Print Signature Line”

d. IF you have report cards that go to two pages and you want them to Duplex print

(front and back), check the box for “Print Duplex Report Card”- You will also need to

set your printer to print duplex as well.

NOTE: You do not need to check “Print Report Card Image”. The image is loaded into the set up

for you.

7. STUDENT/FAMILY-

a. Click First Only

b. Click English under Language Translator

c. Check the option, “Print Report Cards for Students Without Any Families Set To

Receive Report Cards”.


8. COURSES-

a. Set the class record type to “Current Year”

b. Click “Exclude Courses Without Grades” (optional)—WARNING: IF YOU CHECK THIS,

AND A TEACHER HAS FAILED TO INPUT GRADES, THE COURSE WILL NOT PRINT ON THE REPORT

CARD AND YOU MAY NOT CATCH THE OMISSION.

c. Click “Group sections of different courses on the same Line” (optional)

d. Click “Group sections of same course on same line”.

e. Click “ Overlapping Grades”

9. ATTENDANCE-

a. The attendance dates will show as the current term. The year to date attendance

will also print on the report card.

i. If the dates are not correct, check the “Main Setup” Grading period and be

sure you selected term 6.


10. COMMENTS

a. Input the correct grading period 12 through 12 for the comments.

This should match the same marking period under the Main Setup. (Example shown here

Regular Term 6 Report Card is marking period 12- 12)

b. Check the “Print Comment/Legend After address” indicator.

c. Enter the appropriate comments into the box.

d. Check the “Use Generalized Free Form Comment” indicator.

e. Enter the appropriate comment into this box. (Both “BISD is required…..” and

“E=Excellent….” comments should go here.)

Do not use returns in the

comments area. This can cause the

report cards to go to 2 pages

unnecessarily.

11. GPA- SKIP THIS SECTION

12. CUSTOM

a. Leave the Composite Grade indicator set to NONE. DO NOT CHECK THE “OVERALL”

It is no longer in Birdville ISD policy to use the composite grade for determining promotion.

Students must pass all of their subjects in order to pass.

b. Check “Format 1 (Elementary)” in the End of Year Placement section.

c. Check the box for “Print Special Codes”


13. Click the SORT BY button at the top ( you may need to scroll up)

a. Check ADVISOR, if you are distributing the report cards by teacher.

b. Check other options if you would like

NOTE: When you are producing the file to be saved to your U-drive and Report Card Team Google Drive you

may want to sort by student name.

c. Click OK.

14. Click SAVE.

15. Select the correct report and click PRINT.

16. Review the report cards for accuracy in: (critical step)

a. Report cards orientation is Portrait not

landscaped.

b. Student Address is printing and fits in

the envelope* (see page 10 for tips)

c. Sorts Correctly

d. Details

e. Correct Comments

f. Correct Attendance information

g. Teacher Comments

h. Citizenship showing

i. Campus information

j. Grades showing

k. Correct Term description printed on the

right above the grades detail.

l. Make sure the Promotion and signature

box is listed at the bottom

Check for two page report cards… see the first page of these instruction for how to do

this. If you have only a few, you can staple them together. If you have many, and you cannot correct the

issue, you can print them as duplex- front and back. Be sure to set your printer up for duplex when you are

ready to print the actual mailed out and filed copies.


*Using the window envelopes:

The report card should print the student’s address in the top portion of the report card.

Parent or Guardian of:

SUSIE Q SWEETIE

5900 STREET ADDRESS

CITY, STATE AND ZIP CODE

If you don’t see the address,

o Check to make sure you have the correct “REPORT CARD SETUP TEMPLATE TO USE” selected

in the Template Options section of your report card template.

o If you do have the 2019 ENHANCED FINAL RC template selected, please contact the PEIMS

Office immediately.

TEST fold and insert one printed report card into the envelope before you print all the hard copies

to make sure you can see all of the student’s name and address in the window.

The top portion of the report card must be facing out. The top should be folded at 3.5 inches from

the top edge of the paper in order for the address to appear correctly in the window.

17. Print on paper for mailing: *TEST fold and insert one printed report card into the envelope before

you print all the hard copies.

18. Print a copy to be filed in the students’ cumulative file.

Skip this next section if you don’t have any two page report cards!

PRINTER SETUP FOR DUPLEX: Your printer control screen may look different than these, but

should have similar options.

o Should you have to run the report cards as Duplex, set the Duplex option in the Report Card

Template AND you will need to also set your printer to duplex.

SELECT THE APPROPRIATE PRINTER o Click the Properties button. Select Long Edge in the Duplex options area.


PRINT A FEW

PAGES ONLY

FOR TESTING

BEFORE YOU

PRINT ALL!!!!!

POSTING TO FAMILY ACCESS

19. IMMEDIATELY AFTER YOU HAVE PRINTED THE HARD COPY REPORT CARDS, YOU NEED TO POST

THEM TO FAMILY ACCESS.

a. Edit the correct Report Card Template.

b. Go to the

“MAIN SETUP”

section and

expand it by

clicking the +

node.

c. Check the box

for “Save

Report Cards

to Student

Portfolio”

d. You will need

to type in the “Portfolio Record Description”:

e. This description will be the title of the attachment in Family Access and in the student portfolio,

so it must include the year, term and type of grade report.

Follow this example:

YYYY-YY 6th SIX WEEKS REPORT CARD (YYYY-YY= Current School YEAR)

2018-19 6th SIX WEEKS REPORT CARD


f. It should look like this: 2018-19 6th SIX WEEKS REPORT CARD

g. Once you are sure you are ready, Click Print. (For the report cards you won’t get a second hard copy.)

This process will post the Report Cards to Family Access and the Student Portfolio. You will get a

confirmation report like this.

Once this is done, you must:

h. Immediately ‘uncheck’ the “Save Report Cards to Student Portfolio” indicator on

the Main Set up of your template and then SAVE it.

This is to further protect the template from accidentally posting the report cards again.

If there is a problem with the report cards that you have posted, you will need to contact Technology for

help.

Make sure you have

Printed for the student’s cumulative file.

SAVE a file copy to your U – Drive in a Report Card file. Then open the Google Report Card

Team drive file for your school. Drag and drop the report card file into the Google Report

Card Team drive file for your campus. Use the following naming convention for your file

“XXX-2019-Final-Report Card” (XXX equals your school number). This will allow you to

reprint report cards as needed.

Posted to Family access

Printed for the student to be mailed home

1st grade class using Skyward Gradebook??

NOTE: After you have competed the run for 2-5, if you have 1st grade students in special classes that are

not using the paper report cards, you will need to print their report cards individually, by selecting

individual, clicking the button to show the student listing, select the students in those classes.

Save and then print using the current template. Don’t forget to also post their report card in the portfolio.


PRINTING A COVERSHEET FOR MAILING THE KG AND 1ST GRADE REPORT CARDS

1. Go to Students> Data Mining

2. Set the “Reports to Display” to “All Reports”

3. Set the Filters to “ All Reports”

4. In the Report Name: look up at the bottom, type in “Cover”

Click enter on your keyboard

5. Select the report titled “Cover Sheets for final kg-1st RC”

First you will print a report that will show you the list of students, their grade level, and their advisory. This

is JUST a report to verify the correct students are included that the list is sorting in the order desired.

6. Click the Print button

7. Review the report. If there are any issues, please contact Tonya Main as soon as possible.

8. Once you are ready, click the “Address Labels” button on the right side of the screen.

This will print a full page cover sheet with the student’s name and address on it to use with the report

card in the window envelope.


9. Scroll down to find the Address Labels setup titled, “RC COVER- 1ST-KG” created by Tonya Main and

click on it to select it. (If you don’t see it, make sure you check “Display Shared Templates”.)

10. Click the Print button.

a. This report will create a single full sheet of paper for each student with their name and address

on it in the correct position to show in the window envelope. It is to be used as a cover sheet to

the Kindergarten and 1st grade report cards for mailing home on the window envelopes.

11. From the Print Queue, print only the first page and use it to test the envelope. Fold it and insert it into

the envelope to make sure you can see the name and address in the window.

a. If there are any problems contact Tonya Main immediately.

12. Once you are ready, print out all of the Cover Sheets and use them with the report cards before they

are mailed out.

Please take care that you pair the right cover sheet with the

corresponding student’s report card.

Don’t forget to file a copy of the KG and 1st Grade Report cards

in the student’s file.

how to generate end of year elementary report cards sms 2 ... · note: choosing more than just the...

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