grade reporting july 8, 2011 - aeries · •academic mark - descriptions print below the grade area...

Grade Reporting

July 8, 2011

Grade Reporting

An important area of Grade Reporting is verifying the options have been setup correctly. All options MUST be setup correctly in School Options. Terms MUST be setup for the current school year with the Starting and Ending dates being valid school days as reflected in the School Calendar. Schools can have multiple marks which can be up to twelve marks for each student and can print out report cards during the year with the previous grades in each subject. A school can also setup one-mark for each grading period.

"One Mark" or "Multiple Marks" can be selected under Grade Reporting. One Mark will only store one mark in the grade table, utilizing the MK field. Multiple Marks indicates one grade will be stored in the grade table for more than one

reporting period, utilizing the M1–M12 fields.

The Courses setup must also be verified to ensure the correct information prints on the Report Cards, such as, the Course Title, Academic Courses for GPA calculation, include T/A etc.

The Master Schedule contains credit information utilized in Grading and History programs. Verify that the Credit field contains the correct credit for the course displayed. The Exclude field can be utilized so that the course displayed does not show on any of the Grade Reports.

Grade Reporting

Grade Reporting Options

The Grade Reporting Options is used to select information to print on report cards. This MUST be verified every grade-reporting period prior to printing report cards. Title on Report Cards - Describes the current grading period and prints on the report cards. School Message - A message to be printed on every report card. Reporting Period - Starting and ending dates for the grade-reporting period. The dates are initially setup when Create New Grade Reporting Table is generated and prints on the report cards. Default Citizenship Mark - If grades are scanned a default citizenship mark, such as "S", will automatically be entered if the teacher does not bubble in a citizenship mark.

Print Credit Earned? - Select YES for the credits earned to be printed on the report cards. Print Absent? - Select YES for the number of absences to be printed. Print Tardy? - Select YES for the number of tardies to be printed. Print Which GPA? - Select which GPA’s to be printed on the report cards. Print Cumulative or Grade Report Class Rank - Select the class rank to print for each student. Print GPA’s to 4 Decimals - Select the GPA to print 4 decimals instead of the default 2 decimals. Sort Report Cards? - Select the order that the report cards will be sorted when printed. If teacher is selected the option is available to print by name or number. Print Zip Code Extension - Select whether or not to print the zip code extension.

Update Attendance Totals

If attendance is printed on the report cards click the mouse on Update ATT Totals prior to printing the report cards. It will update all attendance totals to the current date.

Grade Reporting

Update Valid Marks

The Update Valid Marks is used to update or display all marks considered valid. Every possible mark, including those with plus and minus must be setup for grade reporting. For example, "A", "A-" and "A+".

A mark can also be selected to be included in the GPA computation. If a student receives this mark the credit for the course is counted as completed and/or attempted. Some schools give a higher weighted GPA for honors courses. The point value is maintained in this table. For example, more weight can be given to an “A+” than for an “A –“.

Update Codes on Report Cards

The Update Codes on Report Cards allows codes and descriptions to be added in the COD table used in Grade Reporting. There is a specific tab for each section of codes that can be printed which includes the Academic Marks, Citizenship/Work Habit Marks, Comment Codes and Message Codes. The Actual column will list codes setup and total number of each mark currently stored in the GRD table.

The following are the codes or descriptions that will print on report cards:

• Academic Mark - descriptions print below the grade area on report cards (plus or minus marks do not get entered. Marks only!!)

• Citizenship/Work Habit Marks - descriptions will print below the grade area on report cards • Comment Codes - descriptions print on report cards if selected. • Message Codes - will print specific comments on a student's report card. Codes are entered

and stored from the Student Data form.

Grade Reporting

To Add A Code and Description click the mouse in the last record displayed and a black arrow will display. Enter a code selected and press Tab. Type the code description. When complete entering all codes click the mouse on Exit.

All marks and codes can have up to six Correspondence Language codes and descriptions entered that will print on a report card according to the students Correspondence Language code. To display the Correspondence Language fields click the mouse on the Corr Lang button. The following form will display. To add a Correspondence Language, click the mouse on the CL field drop down and select the language code.

Type the translated language in the Code Description field for the Academic Mark selected. Press Tab. Enter all translated descriptions for each code. When the report card prints all Academic Marks will display in the correspondence language entered. For example a student with a correspondence language of 01 will print Magnifico for Mark A in the mark description area on the report card.

Codes and Descriptions can be entered for all Academic Marks, Citizenship/Work Habit Marks, Comment Codes and Message Codes.

Grade Reporting

The following is an example of a report card that has the Comments printed in the students Correspondence Language for Chinese.

NOTE: The translations must be set up in Update Grade Reporting Codes and Descriptions otherwise the default description will print Also if the Correspondence Language codes for Spanish (01) or Vietnamese (02) are selected the headings on the report card will also be translated.

Update Address Options

Update the address to be used on the return address, whether or not a mailing permit will be printed or if an endorsement message will be printed.

Update Multiple Mark Headings

The Multiple Mark Headings is used to update headings that print over each mark on the multiple mark report cards. The sample below displays mark M1 in the grade record titled "1st QTR" on the report card.

Grade Reporting

To Add a Mark Heading, click the mouse in the heading field and enter the heading title. Enter the Description of Mark.

To Add a School Message, type a message in the text area to the right of School Message which will print on all report cards. When complete click the mouse on Exit. The Print option prints the form displayed to keep as reference to the setup options selected for later use.

Grade Reporting Cycle

The Grade Reporting Cycle displays all forms and reports used during a Grade Reporting period. As each step is preformed, a red check mark displays in the right corner of the box. Selecting the first step creates a new grading cycle and all previous check marks will no longer display. This helps to track the last step performed in the current grading cycle. Preview reports before printing displays reports on the screen before printing. To automatically print the report click the mouse on Preview reports before printing and the black dot will no longer display. Add Access Query Condition to reports allows each report to be modified to only include records that meet a certain condition. For example, to print report cards for seniors, click the mouse on this option and enter GR = 12.

Due to the fact that Multiple Marks is mostly used in Secondary schools, the following documentation mainly describes the Grade Reporting for Multiple Marks. The form or report displayed can vary depending on whether single or multi marks was selected on the School Options form.

Grade Reporting

Create Grade Reporting Table - Multiple Mark

To create the Grade table, click the mouse on Create New Grade Reporting Table. Verify that all marks have been setup in the Grade Reporting Options and display under Update Which Mark?. Click the mouse on the Reporting Period in the upper left corner. The starting and ending dates will display for the term selected as setup in School Options. Click the mouse on the type of Scanner Forms used. Select Yes for Show Absences or Show Tardies to have them printed on report cards. Click the mouse on the new mark under Update Which Mark. This will update the field selected with the grade mark entered during this reporting cycle.

If multiple tracks are setup they will display at the bottom of the form. Select the tracks to be included in the grade reporting cycle. This area will be blank if the school is not setup as multi-track. The Update Grade History (GRH) is an option that will copy the last grade marks into the GRH table prior to creating the new GRD table. After all options have been selected click the mouse on the Create button. The date the GRD table was created will display in red at the bottom of the form.

REMEMBER: Never create a new GRD table in the middle of a grading cycle.

Grade Reporting in ABI

If grade reporting will be handled by teachers in ABI the Grades tab in Aeries Browser Interface Options must be setup. Please see the ABI Options on the web site for details.

Grade Reporting

Print Grade Reporting Scanner Sheets

If scanner sheets are used to enter grades click the mouse on Print Grade Reporting Scanner Sheets. The scanner sheets will display on the screen prior to printing. The following example is used to scan one mark for up to 22 students per sheet. It is a laser-printed form for a 48-channel scanner. This form will differ depending on the scanner sheet selected.

Read Grade Scanner Sheets - one mark per student

To read the scanner sheets click the mouse on Read Grade Reporting Scanner Sheets. If multiple marks

are stored in the grade table a message will display verifying the grade mark to be updated. Click the mouse on a Grade Mark and click OK to proceed.

. If the scanner is ready for use, place one scanner sheet in the hopper and click the mouse on Scan ONE. The scanner sheet will pass through the scanner and a list of marks will display for the students. Verify the student’s marks match the marks on the sheet. If not, there may be a problem with the scanner. If the marks scanned properly, load the remaining sheets and click the mouse on Scan Continuously. The following is an example of Read Grade Scanner Sheets for single mark forms.

Grade Reporting

Print Missing Sheet List

The Missing Sheet List is used after scanning is complete to verify no sheets are missing prior to running the report cards. This report will print the sheet number, period, teacher and course title and must be generated after scanning. Click the mouse on the Print button. The following report will be generated.

Print GRD Verification or Missing Mark Listing

The Grade Reporting Verification Listing is used to verify the marks scanned properly. This list MUST be printed immediately after sheets are scanned then given to teachers for verification. Any corrections are made on the list by the teacher. Corrections can be updated prior to printing report cards.

The Missing Mark Listing is used to list any missing grade marks for a student. It MUST be printed immediately after scanning. This sheet is given to the teacher to alert them of missing marks. This report can be generated in order by student or by the teacher’s class, with all students in the same period. The following is an example of the listing.

Grade Reporting

Update Grades by Teacher - Multiple mark

To update grades click the mouse on Update Grades by Teacher. Students will display in order of each grade-marking sheet. Notice the difference in color between Cred and Cit. When Tab is pressed the tab will stop in the Cit field but not in the Cred field. The tab stop can be changed for each field by clicking the mouse on the heading. Any heading that is dark blue will be bypassed when Tab is pressed.

Change A Grade

Click the mouse on the Get button to select the sheet number or teacher number. Click the mouse on the Change button and the cursor will display in the first grade record in the red marking area. Press Tab to the mark selected and type a valid mark. When complete press Enter.

Display and Update Student Grades - Multiple Mark

The Display and Update Student Grades form will display grades by student and allows changes. The grades are usually input via scanner sheets which the teachers mark and are scanned into the computer. Notice the difference in color between Cred and Cit. When Tab is pressed the tab will stop in the Cit field but not in the Cred field. The tab stop can be changed for each field by clicking the mouse on the heading. Any heading that is dark blue will be bypassed when Tab is pressed.

Grade Reporting

Add A Grade Record

Click the mouse on the Add button. The cursor will display below the last grade displayed in the Per field. Enter a period, course number, teacher number, mark, credit, citizenship, work habits, absences/tardies and comment codes. Press Enter.

Change A Grade

Click the mouse on the Change button. The cursor will display in the first grade record. Press Tab to the field selected and type any changes. When complete press Enter. Prior to pressing Enter changes can be cancelled by pressing the ESC key and the original data will be displayed.

Recalculate GPA, Class Rank, Size

To recalculate the GPA, class rank and size for the student displayed after grades are changed click the mouse on the Recompute button.

Re-compute Grade Report GPA and Class Ranking

The Re-compute Grade Report GPA and Class Ranking will recalculate all students’ GPA, class rank and size. This option must be run prior to printing the Report Cards to ensure GPA’s are correct when printed. This option determines what the class rank is based on from various GPA’s or total Grade Points. This message also indicates which mark will be used to calculate GPAs if multiple marks are being stored. Enter the number for the option selected. Click the mouse on OK.

Print Report Cards to Parents

The Print Report Cards to Parents will gather all data necessary to produce any of the available report cards listed below. If Single Mark grade reporting is utilized only the 1-mark report cards listed on the top line are available. Also, the bottom portion of this form will not display mark selection.

Click the mouse to the left of the report card selected to print. The Print Report Cards for defaults to Print report cards for active students only. To include inactive students click the mouse to the left of Both Active and Inactive Students.

Grade Reporting

The default Address for report cards is to the Parents. Contacts can be tagged on the Contacts form to receive report cards. To print report cards for contacts click the mouse to the left of Contacts. Report cards generated for parents and contacts are two separate operations and MUST be run separately.

Also, if the Grade Reporting Codes and Descriptions have specific correspondence languages setup, report cards can be selected to print for these Correspondence Languages. Any student containing these CL codes in their student record will print the report card in the translated language. The following options are available:

• Print All Languages – if codes and descriptions are setup for specific languages the codes and descriptions will print in these languages on the report cards for only students with the CL in their student record and ALL other students report cards will print in English

• Print English Only – will print all report cards in English regardless of a student’s correspondence language

• Print Only CL of: - will print report cards for only the students that have the correspondence language selected

The following is an example of a report card that has the Comments printed in the students Correspondence Language for Chinese.

NOTE: The translations must be set up in Update Grade Reporting Codes and Descriptions otherwise the default description will print Also if the Correspondence Language codes for Spanish (01) or Vietnamese (02) are selected the headings on the report card will also be translated.

Grade Reporting

To print a report card for specific students click the mouse on the drop down list and select students to be printed. If the school is a multi-track an option will display to specify a particular track to be printed.

Multiple mark grade reports can also be printed depending on the report card form selected. Single mark report cards can only contain one mark. All letter report cards have the option to print mail information at the top of the report card instead of at the bottom. Click the mouse on Print Mail info At Top of Page at the top of the form.

If using the four-mark datamailer there are currently two report cards available. One form has mark headings pre-printed on the form and the other has the option to Print Mark Headings. This option displays at the top of the form when the four-mark datamailer has been selected.

If Print Mark Headings is not selected Update Mark Positions will display at the bottom of the form to allow you to select the marks to be printed and in what position they will print on the report card. After all selections are complete click the mouse on the OK button. The appropriate report card will be generated. A preview will display on the screen prior to printing.

Grade Reporting

One Mark Plain Paper Report Card

The following report card is an example of the one mark plain paper report card. It is designed for printing on a laser printer to be folded and stuffed in a one or two window # 9 or # 10 envelope.

One Mark Plain Paper Tri-Fold Report Card

The following report card is an example of the one mark plain paper tri-fold report card. It is designed for printing on a laser printer to be folded and stuffed in a one or two window # 9 or # 10 envelope. This report card can be printed with up to 9 marks.

One Mark Datamailer

The following report card is an example of the one-mark continuous form data-mailer. It is designed to print at 6 lines per inch on any generic dot matrix printer.

Grade Reporting

Print Grade Reporting Mark Listing

The Grade Reporting Mark Listing displays all grade information printed on the report cards. This report can be selected to print one mark or all marks. The following is an example of Mark Listing By Student with all marks for a student.

Print Exception or Ineligibility Report

The Grade Exception Report is similar to the mark listing, except it only prints for students meeting the exceptional conditions selected. When this program is generated a message box will display to select either the exception report or the ineligibility report. After the exception report is selected the following form will display. All grade codes defined in the COD table will display.

Enter the number of grade marks a student will have. For example, if "1" is entered in the "A" mark all students with one or more marks for the marking period selected will print. If more than one selection is entered students who have either mark will print. To print only the courses in which the students have marks specified click on Print Only Exception Marks on the form. If multiple mark grade reporting is being utilized select the current mark in the list labeled Using This Mark. Click the mouse on Print to generate the report.

Grade Reporting

The following is an example of the Exception Report for students with 1 or more A’s or B’s for the mark M4.

The Print Ineligibility Report is a tool used to determine the students who have not met a certain criteria and are now ineligible for certain activities, such as football, etc. One or more sets of criteria can be entered for students to display on the report. For example, a "1" can be entered next to the "F" mark, click the mouse on Remove Tag to clear the Tag field. Click on Tag Students and all students with one or more F marks will be "tagged" to print on the report. Another criteria can be selected, such as a GPA less than a certain value, such as 2.00. Click on Tag Students again and all students who have a GPA below 2.00 will also

be tagged.

If both conditions are entered at the same time, the students who meet BOTH conditions will be tagged. After the students are tagged click on Print to generate the report. The following is an example of the Ineligibility Report.

Grade Reporting

Print Honor Roll and Class Rank Listing

The Honor Roll and Class Rank Listing is based on the Class Rank from the latest grade reporting cycle. Prior to printing the report the current grade point averages and class ranks must be recomputed. The following is an example of the Honor Roll and Class Rank Listing report.

Print Mark Analysis by Teacher or Course

The Mark Analysis by Teacher or Course is an analysis of grades given by teachers during the current grade report cycle and can be run by teacher or course. It displays the number and percentage of each grade given by each teacher in each of their classes. The following is an example of the Mark Analysis by Teacher report.

Print Grade Transcript Labels

The Grade Transcript Labels print from the current GRD table. This program is used to print labels for the last grading period.

Copy Grades to Grade History

After grades are complete the Copy Grades to Grade History will copy grades from the GRD table to the grade history or GRH table and will store all grade history such as citizenship, comments, absences, tardies, etc.

Grade Reporting

Click the mouse on the Copy Grades to Grade History option and select the mark to be copied. Click the mouse on the OK button and the marks will be copied.

This information can be displayed by clicking the mouse on the Display and Update Grade History option and the following form will display.

Copy Grades to Course History

After semester grades are complete the Copy Semester Grades to Course History will copy grades from the GRD table to the students’ course history or HIS table. Click the mouse on the Copy Grades to Course History option. The following selection will display.

The correct term and year must be entered for the current marks to be stored in course history. Semester is usually denoted as 1 for fall, 2 for spring and 3 for summer. To move quarter classes as well as semester and year classes click the mouse on the button to Move all applicable classes to HIStory. To move only quarter classes to HIStory click the mouse on Move ONLY quarter classes to HIStory. This option should only be done at the end of a quarter. Quarter classes are considered to be course records having a “Q” in the Term or TM field. If the school is setup as a track school, enter a track number in the Enter Track field or leave this blank to indicate all tracks. To move all but one track each track must be moved separately.

Grade Reporting

To move marks to history for one particular grade level enter the grade selected in Enter Grade to Move. If Multiple Marks are maintained choose which mark to be moved. Click the mouse on the OK button. The message HIS table updated with current grades will display when complete. Click the mouse on the OK button. The Student Transcript form will now display the current grades.

Grades Updated in GRD and HIS Table

The Grades/History form displays the selected semester grades for each student and is utilized after grades have been copied over to the HIS table. This program is accessed through View All Forms and used to update the changes made to student’s grades in the GRD table as well as update the HIS table at the same time. Care MUST be taken when utilizing this form since you are updating two tables.

Add A Grade To GRD And HIS

Click the mouse on the Add button. The cursor will display in the PER field at the end of any grades displayed. Enter a period, course number, teacher number, mark, credit, comment codes, citizenship, work habits and absences. Press Enter to complete the Add.

Change A Grade To GRD And HIS

Click the mouse on the Change button. The cursor will display in the PER field for the first grade record. Press Tab to the field to be changed and enter the change. Press Enter to update the grade. To “undo” any change before Enter was pressed, press ESC and the original data will be displayed. Press Enter.

Delete A Grade Record To GRD And HIS

The Delete function is used to remove grade records for the currently displayed student. Click the mouse in the gray box to the left of the grade record to be deleted. Click the mouse on the Delete button and the grade(s) will be deleted. NOTE: If Delete is used without first positioning the arrow the first grade record will be deleted.

Grade Reporting

Recalculate Current Term GPA

Click the mouse on Recompute to recalculate the GPA and class rank for the student displayed. The Recompute GPA button is used when a Credit or Mark is changed. The current term grade point averages at the bottom of the form are updated automatically but NOT the rank.

Recompute cumulative GPA, credit, and class rank

After the HIS table has been updated with semester grades the Recompute Cumulative GPA, Credit and Class Rank is used to re-compute the GPA, credits and class rank which includes the semester grades. From the Grade Reporting Cycle click the mouse on Recompute Cumulative GPA, Credit and Class Rank. Several options display for re-computing GPA’s. If this option was previously generated it will default to the last option selected. Enter the number of the option and click the mouse on OK. Once OK has been selected every student’s GPA will be recomputed. When the GPA’s are recomputed a message will display. If any error messages display correct the error and re-compute the GPA's again.

Print History Transcript Labels

The History Transcript Labels can be printed on a Laser Printer or Generic Printer depending on the setup. If the Laser Printer on the Control Panel is set to Yes, labels will print on a laser printer and will fit an Avery 6490 label. No special settings are required. If the Laser Printer is set to No, labels are designed to print on a generic text printer. These labels are two inches high by 2 1/2 inches wide, with four labels across. They are continuous form labels, printed at 8 lines per inch vertically and 10 characters per inch horizontally. The printer driver must be setup ahead of time to print Custom Forms, with measurements of 14 inches by 2 inches. The History Transcript Labels print from the current HIS table, using the mark contained in MK. This program is used after grades are transferred to history and new labels are printed for the last grading period. A message box will display to select the term and year to be printed. Terms are usually “1” for fall, “2” for spring and “3” for summer. The year entered is two digits, for example, “03” for the school year 2003-2004. The following is an example of the printed labels and are similar to the grade labels but include the cumulative academic GPA from the student record.

NOTE: The printer driver must be set up for special forms as described for the 11- mark report card but the labels are 2.00 inches high, not 6.00 like the report cards.

Grade Reporting

Print Student Graduation Status Reports

The Student Graduation Status Reports are usually printed for seniors after the grades are updated into Course History. Select this option from the Grade Reporting Cycle and the following form will display.

The option is available to select a particular grade such as 12th grade only or ALL students. This option also allows you to choose one or more students from a drop-down list to print. The report will default to sort by grade and alphabetically but can also be changed to Sort Grad Report by Period/Teacher. An Access Query Condition can also be used to select certain students to be printed. If an Access Query Condition is used the option to Enter Student Numbers cannot be used. The option to preview the output is available or the option can be changed to print the output directly to the printer. It is suggested that the output be previewed prior to printing.

The Graduation Status Letters to Parents can also be printed from this form. The Check Letter Text option will display the Letter Text and can be changed prior to printing. To print the Graduation Status Report, click the mouse on Print Report button.

Grade Reporting

The following is an example of the Graduation Status Report.

Graduation Status Letter Text Editor

The Check Letter Text option allows users to edit the text that prints on the Graduation Status Letter to Parents. In order to insert data about the student in the body of the letter field names must be entered into the letter in brackets. Only certain fields currently work on letters. These are: [FN], [LN], [PG], [SX], [GR], [BD], [MN], [CU], [HE/SHE], [HIM/HER], and [HIS/HER]. These fields will work in all letter texts printed in AERIES. Letters can also be created and designed for students whose primary language is different than English. This can be done by creating another letter using the Add button and entering the appropriate text in the language selected. The name for this new letter must start with Graduation Status with an extension, such as, “Sp”. The Home Language corresponding to the current letter must also be set for the language of the individuals to receive this letter. Leave the Home Language field blank to indicate the default letter for students who’s Home Language does not have a specific letter.

Grade Reporting

To print the Graduation Status Letter click the mouse on the Print Letter button and the following letter will be generated.

Print New Transcripts from Course History

To print transcripts click the mouse on the Print New Transcripts From Course History and the following form will display. The Transcript Definition form must be reviewed prior to printing to ensure the correct information has been selected for printing transcripts.

To select specific students click the mouse on the drop down list and hi-lite the student selected. To print a specific grade click the mouse on the grade selected or all grades can be printed alphabetically. It is suggested that the Transcripts are previewed prior to printing. Select the type of transcript from the Select Transcript Type to be printed on the right side of the form and select the Transcript Definition if other than the default transcript setup.

Grade Reporting

An Access Query Condition can be added to select certain students to be printed. The Sort By can be changed to sort the report cards differently by clicking the mouse on the drop down list.

Transcript Definition

The Transcript Definition form is used to define what will print on student transcripts. A default transcript is setup to print standard transcripts. Additional Transcript Definitions can also be setup for specific purposes, such as Colleges requesting specific test scores.

Select the options to be printed on the transcript by clicking the mouse on the black box and a check mark will display. If the option is de-selected the box will be blank. The Semester/Term Headings may also be defined which are used on the Transcript report for the headings over each term. The available terms are 0 (zero) through 9 (nine) in the HIS table.

NOTE: Prior to generating transcripts for students it is suggested that the options are selected and transcripts are printed and reviewed.

Grade Reporting

After all selections are complete click the mouse on Print. The following is an example of a laser printed plain paper transcript.

grade reporting july 8, 2011 - aeries · •academic mark - descriptions print below the grade area...

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