1

End of Marking Period Procedures — Teacher Instructions

A. Verify Gradebook Rosters Teachers must make sure that all gradebook rosters are accurate. Check with the school’s Instructional Data Analyst (IDA) or designee regarding any missing or withdrawn students. B. Review Assignments and Grades Teachers should scan each class in their gradebook to make sure of the following:

1) Every assignment has a measurement topic assigned to it as shown by the in the assignment heading column.

2) Each graded assignment has a max value of 4 and a weight of 0 as shown in the assignment heading columns. Kindergarten assignments have a max value of 3, and ESOL has a max value of 5. All weights are 0.

3) Any blank cells and X’s are intentional.

4) All scores entered are within the valid score range.

5) Scores with a weight other than 0 will display a weight in the far right

hand column, as displayed in the adjacent image.

C. Enter Book Levels in the Gradebook as Additional Data for Reading The teacher of record in each reading course should enter the student’s reading book levels. Note: Although visible on all courses/subject areas, the Reading Level is only applicable to the Reading class.

Click the Reading Class tab. Click the drop-down menu next to Assignments. Select the Additional Data option.

2

Under Additional Data, you will see the Reading Book Level columns. The Reading Book Level is the place for Grade K-5teachers to enter each student’s instructional reading book level

Teachers in Grades K-5 Place your mouse cursor in the cell for a student and then press the Space Bar on the keyboard. A list of book levels (Levels 1 – 17 and J – Z) will appear. Select a book level for the student in the selected cell by clicking the appropriate choice with the mouse. Repeat the same steps for the rest of your students.

D. Enter Accelerated and Enriched as Additional Data for Math The teacher of record in each reading course should enter the student’s reading book levels.

Click the Math Class Tab.

Click the drop-down menu next to Assignments. Select the Additional Data option.

Select one choice

3

At the end of the marking period, students who consistently, 70% or more of the time, receive instruction based on the enrichment/acceleration guidelines qualify for the enrichment/acceleration designation on the report card. Grades for the enriched/accelerated instruction should be included in the gradebook and be a part of the body of evidence to determine the student’s marking period grade.

Place your mouse cursor in the cell for a student and then press the Space Bar on the keyboard. Select “Y” for “Is Accelerated” or “N” for “Is Not Accelerated”. Use the 70% rule described above to determine if a student should be accelerated or not.

E. Enter Learning Skills Grades for Homeroom Class Students

Homeroom teachers must enter at least one assignment and one score for each Learning Skill Measurement Topic for every student. Learning Skills are entered under the Learning Skills tab. To enter a score for learning skills, first create a new assignment and assign one of the required measurement topics to the assignment. When creating a new assignment make sure the, Work Habits and TASS rubric is selected, the max value is 3 and the weight is 0. See screenshot below. The score choices for the Learning Skills scores are in the table below. If there are a series of scores, they will be automatically averaged.

4

Possible Learning Skills Scores

DEM Demonstrating PRG Progressing

N Not Yet Evident

F. Enter Not English Proficient (NEP) Grade (if applicable)* When a student qualifies for an NEP for any content areas other than ESOL* (see Notes):

1. No scores should be entered in the gradebook for the Measurement Topics in the content area until the student begins interacting in the classroom. Once the student begins interacting in the classroom, the teacher should be able to assess what the student knows and is able to do or not yet able to do, plan instruction accordingly, and therefore assess how well the student is doing.

2. Content area teachers, except for ESOL teachers, enter the NEP designation in their gradebook on the content area “Measurement Topic - Overall Proficiency” screen. In a future marking period when the student no longer qualifies for an NEP, the content area teacher will need to remove the NEP from the content area “Measurement Topic - Overall Proficiency” screen.

3. "NEP" will appear on the report card for the content area “Current Measurement Topic Average”.

4. An "M", which represents missing, will appear on the report card for those Measurement Topics that do not have scores.

5. All ESOL students will receive scores for ESOL Measurement Topics on the standards-based report card.

5

How to Enter NEP Grade in the Gradebook Select a content area class. Select Measurement Topics-1 from the drop-down menu next to Assignments.

Select the cell for the Level 1 ESOL student who qualifies for an NEP and enter “NEP” in the cell.

After entering NEP, the score of zero with an overwritten grade indicator (o) will appear and NEP will be grayed out as shown below.

6

*Notes for NEP qualification: An NEP can only be assigned for a content area other than ESOL. It is

appropriate to assign an NEP to a newcomer (ESOL Level 1 Beginning Student) who needs time to acclimate and develop basic communication skills.

The decision to record NEP should be part of a student’s ELL plan. A student may receive an NEP for up to but no more than two consecutive

marking periods.

G. Enter IEP Grade Level Adjustments For students with disabilities who have IEPs that specify they receive instruction two or more grade levels below in mathematics, reading, and/or writing, the adjusted grade level designation will appear on the report card next to the subjects that were adjusted. How to Enter IEP Grade Level Adjustments in the Gradebook Select a class. Click the drop-down menu next to Assignments. Select the Additional Data option.

Place your cursor in the cell for the student and then press the Space Bar on the keyboard. A list of adjusted grade level designations (GK: Grade Kindergarten, G1: First Grade, G2: Second Grade; G3: Third Grade) will appear. Select the adjusted grade-level designation that matches the specified grade level in the IEP for the student by clicking the appropriate choice.

Select one choice

7

H. Run Verification Report

The Verification of Elementary Progress Report Card Data report gives teachers the ability to run a report for a class displaying the students and errors associated with the data required for the progress report card. To Run the Verification of Elementary Progress Report Card Data Report:

Select the Reports option from the top of the screen. Click the New button in the upper right hand corner. The New Report page will appear.

Click the Plus (+) sign next to Objectives to expand the list of available reports.

Click the Verification of Elementary Progress Report Card Data link. The parameters for the Verification of Elementary Progress Report Card Data report page will appear.

In the parameters window, select a class and a grading term. Then, click the Run Report button.

8

Note: The Students parameter is not used at this time. Leave the default setting selected.

On the My Reports page, the status of the report will change from Pending to Ready. Once the report is ready to view, click on the Verification of Elementary Progress Report Card Data link.

Below is a sample Verification of Elementary Progress Report Card Data report.

Kindergarten will use semester

choices instead.

9

Error Description Error Data Suggested Action Measurement Topic Required

Measurement Topic Name Enter assignments and scores linked to the Measurement Topic

Book Level is Missing

Additional Data – Reading Book Level (Grades 1–2) Upper Grade Book Level (Grades 3–5)

Enter reading book levels for students

Measurement Topic Score is Invalid

Measurement Topic Name Enter valid scores

10

I. Run the MCPS-Assignments with Multiple or No Measurement Topic Links Report.

The Assignments with Multiple or No Measurement Topic Links Report lists assignments in each course that are linked to more than one Measurement Topic- or no Measurement Topic. Each grade book assignment in any content area must be linked to only one Measurement Topic for accuracy of grading. This report should be run on a monthly basis and just prior to the end of each marking period to ensure that all assignments are linked to an appropriate Measurement Topic for correct grade calculation.

To Run the Assignments with Multiple or No Measurement Topic Links Report

Go to the Reports section and click the New button .

Under Objectives select the MCPS-Assignments with Multiple or No Measurement Topic Links Report

Select the Class and the Marking Period you want to run the report for.

11

Standards Based Report Card 2 Column The Standards Based Report Card 2 Column report displays the Measurement Topic scores for a student in all subject areas by marking period. Click the New button in the upper right hand corner. The New Report page will appear.

Click the Plus (+) sign next to Objectives to expand the list of available reports.

Click the MCPS Standards Based Report Card 2 Col link. The parameters for the MCPS Standards Based Report Card 2 Column page will appear.

Parameters:

Classes: Select any class to view the report Students:

o Active - Students currently enrolled in the class.

o All - Displays both active and inactive students.

o Select - Allows a student name to be typed in to run the report for that student only.

Term Type: Select Q for Quarter for Grades 1 – 3, select S for Semester for Kindergarten.

Term: Type in the marking period number. For example, a 2 typed in this column would run the report for marking period 2.

Standards Grade Method: Select L to display ES, P, I, or N grades. Highest Standard Level: Leave at 1. Display Attendance: Select N for No. Title: Select P for Progress Report.

12

Click the Run Report button in the lower left corner. You will return to the My Reports page. On the My Reports page, the status of the report will change from Pending to Ready. Once the report is ready to view, click on Standards Based Report Card 2 Col link.

To print this same report again at a later time, check the box by the title on the list. Click Update to get the latest data for the same parameters before printing the report. Click Delete to remove the report from this list.

Below is a sample Standards Based Report Card 2 Column report.

J. Finalize Grades Once all assignments and grades are entered and reviewed for accuracy, teachers must submit grades in each course by using the Finalize Grades feature in the gradebook.

13

Note: Assignment scores for the next marking period should not be entered until the second day of the new marking period. How to Finalize Grades: Select a class and click the drop-down menu in the upper right corner just above the Marking Period column. Select the Finalize Grades… option.

In the Finalize Grades window, select a marking period to finalize and click the Save button.

You will see a confirmation message as shown below.

How to Make Changes After Finalizing Grades: Open a class that you have finalized. Click the change link if you need to make gradebook changes.

“Term” is used to indicate marking period.

Select one choice

14

Uncheck the marking period that was previously finalized and click the Save button.

Make your gradebook changes. Repeat the Finalize Grades process.