ProgressBook v12.0 System Manager Guide - Swoca

ProgressBook GradeBook System 

Manager Guide

ProgressBook GradeBook System Manager Guide 

(This document is current for ProgressBook GradeBook v13.3.1 or later.) 

© 2012 Software Answers, Inc. All Rights Reserved. All other company and product names 

included in this material may be Trademarks, Registered Trademarks or Service Marks of the 

companies with which they are associated. Software Answers, Inc. reserves the right at any time 

and without notice to change these materials or any of the functions, features or specifications of 

any of the software described herein. 

Software Answers, Inc. 

www.progressbook.com 

6770 Snowville Rd., Suite 200 www.software-answers.com 

Brecksville, Ohio 44141

Change Log 

The following Change Log explains by Product Version, Heading, Page and Reason where 

changes in the ProgressBook GradeBook System Manager Guide have been made. 

Product 

Version 

Heading Page Reason 

13.3.1 Entire Guide N/A 

13.3.1 Entire Guide N/A 

13.3.1 “Log In to GradeBook” 2 

13.3.1 

“Use the Application Quick 

Launch” 

13.3.1 “Sign Out of GradeBook” 4 

3 

Updated screen shots to show the application quick 

launch icon. 

Updated ParentAccess Website to Classic and Beta 

ParentAccess. 

Updated information about logging in to ProgressBook 

applications. 

Added information about the application quick launch. 

Updated information and screen shot for signing out of 

ProgressBook applications. 

13.3.1 “Change Password” 169 Updated information about changing a password. 

13.2 “Welcome to GradeBook” 1 Added note about editing staff accounts. 

13.2 “Log In to GradeBook” 2 

Added information about logging in to ProgressBook 

applications. 

13.2 “Select a District” 3 Added information about selecting a district. 

13.2 “Sign Out of GradeBook” 4 

13.2 

13.2 

“Set Up School District 

Information” 

“Set Up Integration Settings for 

Student Information Systems 

(Except StudentInformation and 

SMS)” 

13.2 “District Features” 9 

Added information about signing out of ProgressBook 

applications. 

5 Added note about integration settings. 

6 Added information about setting up integration settings. 

Added information about ProgressBook authenticated 

users changing passwords. 

13.2 “Add Staff” 52 Updated information and screen shots for adding staff. 

13.2 

13.2 

“Assign a Staff Account in 

GradeBook to a CentralAdmin 

User” 

“Unlink a Staff Account in 

GradeBook from a CentralAdmin 

User” 

55 Added information about linking an account. 

56 Added information about unlinking an account. 

13.2 “Update Staff” 57 Updated information about updating staff. 

13.2 

13.2 

“Edit a Staff Account in 

GradeBook” 

“Reset a Password for a 

ProgressBook Authenticated 

User” 

58 

59 

Added information about editing an account. 

Added information about resetting a password. 


i

Change Log 

Product 

Version 


13.2 “Password Authentication” 168 

13.2 

13.1 

“Change Password for 

ProgressBook Authenticated 

Users” 

“Set Up School District 

Information” 

13.1 “District Features” 9 

13.1 

13.1 

“Disable an Individual Student 

from Classic and Beta 

ParentAccess” 

“Add Assessments to Report 

Cards” 

169 

5 

108 

131 

13.1 “Delete Students” 162 

13.1 “Delete Students Individually” 163 

13.1 “Mass Delete Students” 164 

12.4 “Recalculate Grade Books” 161 

Deleted information that is no longer valid for 

passwords in GradeBook. 

Updated information about changing your password. 

Added note about the differences between reading 

report cards between Classic and Beta ParentAccess. 

Reordered features to appear as they do on the Feature 

Selection screen and added information about Class 

Notifications. 

Added information about disabling student information 

for Classic and Beta ParentAccess. 

Added note about unlimited number of different mark 

types. 

Deleted information about not being able to delete 

students with SpecialServices forms. 


students with SpecialServices forms and added notes 

about deleting students with SpecialServices forms. 


students with SpecialServices forms and added notes 

about deleting students with SpecialServices forms. 

Added information about Gradebook Calculation 

Progress window. 

12.3 Entire Guide N/A Updated some screen shots with new logo. 

12.3 “Add Courses” 74 

12.3 “Update Courses” 76 

12.3 

“Allow Teachers to Update 

Course Roster” 

12.3 “Copy Assessments” 137 

12.3 

12.3 

12.3 

12.3 

“Set a Default Assessment for 

the GradeBook Configuration 

Utility for Standards-Based 

Report Cards” 

“Set Up Multiple Grade Books for 

Standards-Based Report Cards” 

“Class Assignment Marks Admin 

Report” 

“Homework and Marks Posted to 

Parent Access Admin Report” 

77 

136 

157 

177 

180 

Updated screen shot to show Retain During Rollover? 

option, and added information on the Retain During 

Rollover? option. 


option, and added information on the Retain During 

Rollover? option. 


option. 

Updated screen shot to show default assessment 

option for GradeBook Configuration Utility. 

Added section on how to set a default assessment, 

which will be used when running the GradeBook 

Configuration Utility. 

Added information on how to set a default assessment, 

which will be used when running the GradeBook 

Configuration Utility. 

Updated screen shot to display Report Viewer instead 

of ProgressBook Report Viewer. 



ii ProgressBook GradeBook System Manager Guide

Change Log 

Product 

Version 


12.3 

12.3 

12.3 

12.3 

“Homework and Marks Posted to 

Parent Access Admin Report” 

“Report Card Marks Admin 

Report” 

“Section Info Meeting Times 

Integration Report” 

“Student Daily Attendance 


180 

183 

187 

190 

12.3 “Student Demographics Report” 193 

12.3 “Student Demographics Report” 193 

12.3 

12.3 

“Student Section Enrollment 


“YTD (Year-to-Date) Final Grade 

Admin Report” 

196 

199 

Updated screen shot to display Printed from 

ProgressBook instead of the old ProgressBook logo. 










of ProgressBook Report Viewer, and updated screen 

shot to display Printed from ProgressBook instead of 

the old ProgressBook logo. 






iii

Change Log 

This page intentionally left blank. 

iv ProgressBook GradeBook System Manager Guide

Table of Contents 

Change Log 

i 

Welcome to GradeBook 1 

Log In to GradeBook ................................................................................................... 2 

Select a District ........................................................................................................... 3 

Use the Application Quick Launch .............................................................................. 3 

Sign Out of GradeBook ............................................................................................... 4 

Initial District Setup 5 

Set Up School District Information .............................................................................. 5 

Set Up Integration Settings for Student Information Systems (Except 

StudentInformation and SMS)............................................................................... 6 

Set Up School Information .......................................................................................... 7 

GradeBook Features................................................................................................... 9 

District Features .................................................................................................... 9 

School Features .................................................................................................. 10 

Set Up Data Integration............................................................................................. 13 

Disable Data Integration for District .................................................................... 14 

Disable Data Integration for School .................................................................... 14 

Named Codes Overview ........................................................................................... 15 

Associate Named Codes Lists with Schools ............................................................. 16 

Add Instructional Cycle Codes .................................................................................. 17 

Copy Named Codes to New List ......................................................................... 18 

Modify Named Codes.......................................................................................... 18 

Delete Individual Named Codes from List........................................................... 18 

Add Attendance Day Codes ...................................................................................... 19 

Create School Calendars .......................................................................................... 19 

Edit Calendar Month ................................................................................................. 21 

Assign Instructional Cycles ....................................................................................... 23 

Associate Schools with Calendars ............................................................................ 24 

Set Up Rounding Preferences for Student Averages................................................ 25 

Set Up Rounding for Grade Book ....................................................................... 25 

Make Student Pictures Available on Seating Chart................................................... 26 

Create New Virtual Directory............................................................................... 26 

Create New Directory.......................................................................................... 28 


iii

Add Directory to GradeBook ............................................................................... 29 

Audit User Activity ..................................................................................................... 29 

View User Login/Logout Activity.......................................................................... 29 

Install GradeBook Audit Logs.............................................................................. 30 

Estimate Amount of Drive Space Required to Maintain Audit Log Records........ 31 

Modify Audit Log Settings in Windows Server 2003 ........................................... 32 

Modify Audit Log Settings in Windows Server 2008 ........................................... 33 

Enable Audit Log................................................................................................. 34 

View Changes Made in GradeBook in Audit Log ................................................ 35 

Disable Audit Log ............................................................................................... 36 

Grading Setup 37 

Add Reporting Periods.............................................................................................. 37 

Enter Report Card Entry Dates ........................................................................... 38 

Edit Reporting Periods ........................................................................................ 39 

Delete Reporting Periods.................................................................................... 39 

Export Report Card Grades on Demand for Districts that Run Batch Integration..... 39 

Set Up Cross References for Reporting Periods ...................................................... 41 

Mark Types ............................................................................................................... 42 

Add Mark Types .................................................................................................. 43 

Edit Mark Types .................................................................................................. 45 

Delete Mark Types .............................................................................................. 46 

Grading Scales ......................................................................................................... 46 

Add Grading Scales ............................................................................................ 47 

Copy Grading Scales .......................................................................................... 48 

Edit Grading Scales ............................................................................................ 48 

Delete Grading Scales ........................................................................................ 49 

Maintain Staff Accounts 51 

GradeBook User Roles ............................................................................................. 51 

Search for Staff ......................................................................................................... 52 

Add Staff ................................................................................................................... 52 

Assign a Staff Account in GradeBook to a CentralAdmin User........................... 55 

Unlink a Staff Account in GradeBook from a CentralAdmin User ....................... 56 

Update Staff .............................................................................................................. 57 

Edit a Staff Account in GradeBook...................................................................... 58 

Reset a Password for a ProgressBook Authenticated User................................ 59 

Transfer Staff Activity ................................................................................................ 60 

iv ProgressBook GradeBook System Manager Guide

Delete Staff ............................................................................................................... 62 

Help a Teacher.......................................................................................................... 64 

Maintain District 67 

Add Rooms ............................................................................................................... 67 

Delete Rooms ........................................................................................................... 68 

Set Up Homerooms .................................................................................................. 68 

Add Teachers to Homerooms.............................................................................. 69 

Remove Teachers from Homerooms .................................................................. 70 

Add Students to Homeroom Roster .................................................................... 71 

Remove Students from Homeroom Roster......................................................... 72 

Set Required Homerooms for Daily Attendance ................................................. 72 

Add Courses ............................................................................................................. 74 

Update Courses ........................................................................................................ 76 

Allow Teachers to Update Course Roster ........................................................... 77 

Delete Courses ................................................................................................... 78 

Add Classes.............................................................................................................. 79 

Add Staff to Classes............................................................................................ 81 

Schedule Classes ............................................................................................... 83 

Add Students to Classes..................................................................................... 86 

Update Classes......................................................................................................... 87 

Modify Class Schedule ....................................................................................... 90 

Delete Students from Class Roster..................................................................... 92 

Delete Classes.................................................................................................... 93 

Update Lunch Choices.............................................................................................. 94 

Maintain Period/Block Codes.................................................................................... 94 

Maintain Students 97 

Student-Related Named Codes ................................................................................ 97 

Add Admission Codes............................................................................................... 97 

Add Withdrawal Codes ............................................................................................. 98 

Add Student Status Codes........................................................................................ 99 

Add Address Types Codes........................................................................................ 99 

Add Contact Type Codes ........................................................................................ 100 

Copy Named Codes to New List............................................................................. 101 

Modify Named Codes ............................................................................................. 101 

Delete Individual Named Codes from List............................................................... 102 

Add Students .......................................................................................................... 102 


v

Add Contacts to Students ................................................................................. 104 

Add Addresses to Students............................................................................... 104 

Add Enrollment Entry to Students..................................................................... 105 

Update Students ..................................................................................................... 106 

Disable an Individual Student from Classic and Beta ParentAccess ................ 108 

Attendance Setup 109 

Attendance-Related Named Codes ........................................................................ 109 

Add Absence Types Codes......................................................................................110 

Add Absence Totals Codes ...................................................................................... 111 

Add Absence Reason Codes ...................................................................................113 

Attendance Day Codes ............................................................................................113 

Add Attendance Note Codes....................................................................................114 

Copy Named Codes to New List..............................................................................115 

Modify Named Codes ..............................................................................................115 

Delete Individual Named Codes from List................................................................116 

Add Attendance Assessments to Report Cards .......................................................116 

Associate Assessments with Reporting Periods ......................................................118 

Associate Assessments with Mapping Identifiers in Reporting Periods...................119 

Update Attendance Totals During Data Integration................................................. 120 

Report Cards and Interims 121 

Create Report Cards/Interims ................................................................................. 122 

Assign Grade Levels to Schools ....................................................................... 127 

Assign Order to Reporting Periods ................................................................... 128 

Add Courses to Report Cards........................................................................... 129 

Add Assessments to Report Cards ................................................................... 131 

Associate Assessments with Reporting Periods ............................................... 138 

Determine Protected Marks .............................................................................. 139 

System Calculations ......................................................................................... 140 

Assign Grade Entry Method to Assessments and Reporting Periods............... 142 

Set Up Year to Date (YTD) Calculation Method................................................ 147 

Format Report Card Templates......................................................................... 150 

Associate Assessments with Mapping Identifiers in Reporting Periods............ 153 

Add Messages to Report Cards........................................................................ 154 

Compile Report Cards ...................................................................................... 155 

Set Up Multiple Grade Books for Standards-Based Report Cards ......................... 157 

Copy Report Cards ................................................................................................. 158 

vi ProgressBook GradeBook System Manager Guide

Delete Report Cards ............................................................................................... 159 

General Maintenance 161 

Check Software Version.......................................................................................... 161 

Recalculate Grade Books ....................................................................................... 161 

Delete Students ...................................................................................................... 162 

Delete Students Individually.............................................................................. 163 

Mass Delete Students....................................................................................... 164 

Associate District Grade Levels with State Grade Levels....................................... 166 

Update Email Address ............................................................................................ 168 

Password Authentication......................................................................................... 168 

Enable ProgressBook Authentication................................................................ 169 

Change Password................................................................................................... 169 

Use GradeBook Help .............................................................................................. 170 

Enable Default District ID Setting............................................................................ 171 

Reports 173 

Report Builder Reports ........................................................................................... 174 

Class Assignment Marks Admin Report............................................................ 177 

Homework and Marks Posted to Parent Access Admin Report ........................ 180 

Report Card Marks Admin Report..................................................................... 183 

Section Info Meeting Times Integration Report................................................. 187 

Student Daily Attendance Integration Report.................................................... 190 

Student Demographics Report.......................................................................... 193 

Student Section Enrollment Integration Report................................................. 196 

YTD (Year-to-Date) Final Grade Admin Report................................................. 199 

Appendix A: Report Card/Interim Templates 203 

Standard Elementary Report Card (8 1/2 x 11 portrait) .......................................... 203 

Standard Elementary Report Card (8 1/2x14 portrait) ............................................ 220 

Standard Elementary Report Card (8 1/2x11 landscape, 

2 columns) .............................................................................................................. 235 

Standard Elementary Report Card (Legal tri-fold) .................................................. 249 

Standard Elementary Report Card (11x17 landscape, 

2 columns) .............................................................................................................. 262 

Appendix B: Sample Traditional Report Card 277 

Create Report Cards – General Tab ....................................................................... 277 

Assign Grade Levels to Schools – Grade Levels Tab............................................. 278 


vii

Assign Order to Reporting Periods – Periods Tab .................................................. 279 

Add Assessments – Assessments Tab ................................................................... 280 

Associate Assessments with Reporting Periods – Requirements Tab.................... 281 

Determine Protected Marks – Protected Marks Tab ............................................... 282 

Assign Grade Entry Methods to Assessments and Reporting Periods – Advanced 

Calcs Tab ................................................................................................................ 283 

Set Up Average Calculation Methods for System 

Calculations – System Calcs Tab............................................................................ 283 

Set Up Year to Date Calculation Method ................................................................ 286 

Compile Report Card .............................................................................................. 287 

Appendix C: Sample Standards-Based Report Card 291 

Create Report Cards – General Tab ....................................................................... 292 

Assign Grade Levels to Schools – Grade Levels Tab............................................. 293 

Assign Order to Reporting Periods – Periods Tab .................................................. 294 

Add Courses – Courses Tab ................................................................................... 295 

Search for Courses ........................................................................................... 296 

Continue to Add Courses .................................................................................. 298 

Add Assessments – Assessments Tab ................................................................... 299 

Copy Assessments ........................................................................................... 306 

Continue to Add Assessments .......................................................................... 307 

Associate Assessments with Reporting Periods – Requirements Tab.................... 309 

Determine Protected Marks – Protected Marks Tab ............................................... 310 

Set Up Average Calculation Method – Average Calcs Tab ......................................311 

Add Messages – Messages Tab ............................................................................. 312 

Format Templates – Templates Tab ........................................................................ 313 

Preview Report Card............................................................................................... 316 

Adjust Template to Eliminate Third Page .......................................................... 318 

Preview Adjusted Columns ............................................................................... 319 

Add Subject Continued Assessments ............................................................... 319 

Preview Subject Continued Assessments......................................................... 320 

Add End of Year Placement to Template........................................................... 320 

Preview End of Year Placement........................................................................ 321 

Adjust Messages Using RTF Code ................................................................... 322 

Preview Messages Using RTF Code ................................................................ 323 

Associate Assessments with Mapping Identifiers in Reporting Periods – Mappings 

Tab .......................................................................................................................... 324 

Check Spelling on Report Card .............................................................................. 327 

Compile Report Card .............................................................................................. 328 

viii ProgressBook GradeBook System Manager Guide

Welcome to GradeBook 

The purpose of this guide is to assist GradeBook users with Master or School Administrator 

privileges in setting up and maintaining their GradeBook system. The chapters in this guide 

provide reference and procedural information about related types of system functionality 

beginning with the tasks you need to perform the first time you set up your system, such as named 

codes, school calendars, reporting periods, mark types and grading scales. In continuing to 

prepare your system, you will find information on setting up and maintaining, rooms, courses, 

classes, student and staff accounts. 

Note: You can create staff accounts in GradeBook and link staff accounts in 

CentralAdmin; however, unless you have CentralAdmin administrative user 

privileges, you cannot edit staff accounts. 

In addition, you will find an explanation of proper attendance setup and its impact on the display 

of attendance totals on report cards, as well as procedures for creating report cards in the Report 

Card Builder. 

Finally, appendices in the guide include report card template pieces available for each report card 

template size and layout option that you can use to format printed report cards, as well as 

step-by-step examples for creating both traditional and standards-based report cards. 

Administrator Home Page 

ProgressBook GradeBook System Manager Guide 1


Log In to GradeBook 

1. On the login screen, in the Domain drop-down list, select your domain. 

Note: Once you select a domain, the system remembers the last domain 

accessed. 

Note: If you do not select a domain, you receive the following message: “Please 

select your domain.” 

2. In the User Name field, enter your user name. 

Note: If you do not enter a user name, you receive the following message: 

“Please enter your user name.” 

3. In the Password field, enter your password. 

Note: By default, ProgressBook authenticated password requirements are eight 

characters with at least one uppercase letter, one lowercase letter, one number 

and one special character; however, your district may have different 

requirements. 

Note: If you do not enter a password, your receive the following message: 

“Please enter your password.” 

4. Click Sign In. 

Note: Signing in to any ProgressBook application signs you in to all 

ProgressBook applications to which you have access. 

Login Screen for ProgressBook Applications 

Note: For ProgressBook authenticated users, once you log in, if your password is 

soon to expire, the Your password is expiring soon! screen displays. The following 

message displays: “Your password will be expiring on ‘MM/DD/YYYY’ ‘H:M:S’ 

‘AM/PM’. Would you like to change your password now?” Underneath the 

message, you have the following options: Change Password or Continue. 

2 ProgressBook GradeBook System Manager Guide


Your password is expiring soon! Screen 

Note: If your password is expired, CentralAdmin displays the Password expired 

screen, and you must change your password to access ProgressBook 

applications. 

Note: If you enter your user name and/or password incorrectly or if your account 

is locked, you receive the following message: “The User Name or Password 

supplied is invalid or your account may be locked.” 

Note: If your account is locked, the amount of time it is locked is based on system 

settings. By default, it remains locked for 5 minutes; however, your district may 

have different settings. 

Select a District 

If you have access to more than one district, under Administrator Home Page, you can change 

the district in the Select a district list. 

Note: By default, the system automatically remembers the last district you 

accessed. 

Select a District 

Use the Application Quick Launch 

You can use the application quick launch to easily navigate between ProgressBook applications. 

1. In the banner, to the right of the GradeBook logo, click the application quick launch icon. 

In the application quick launch area, logos display for all other ProgressBook applications 

that are registered in CentralAdmin. 

2. To open another application that you are authorized to use, click the application’s logo. 



The application opens in another window or tab depending on your browser’s settings. 

Note: To close the application quick launch without navigating to another 

application, click the application quick launch icon again, or click the screen 

anywhere outside the application quick launch area. 

Application Quick Launch 

Sign Out of GradeBook 

When you click Logout, in the upper-right corner of any GradeBook screen, you are logged out of 

all ProgressBook applications, and the CentralAdmin sign out screen displays. 

Note: Click Sign In to log in to GradeBook again. 

Click Here to log in to 

ProgressBook applications. 

Sign Out of GradeBook 


Initial District Setup 

This chapter describes how to enter your school district and school information in GradeBook, so 

the information displays properly on report cards. You can choose to enable any of available 

features to suit your district’s and individual school’s needs. In addition, this chapter describes how 

to set up and maintain the calendars used by your district as well as the named codes used in the 

calendars. Proper calendar setup is important for attendance totaling. 

Set Up School District Information 

School district information must be set up in your system, so the district, school names and 

addresses and principal names display on certain SpecialServices forms and report cards. If you 

leave the District Name column empty, the principal's name will not display when printing 

standards-based report cards. 

If your school district is integrated with a student information system, GradeBook loads data, such 

as student accounts, class schedules, staff accounts and attendance records for the entire district 

directly from the student information system. 

To begin setting up data integration, if applicable, designate the appropriate student information 

system with which your district is integrated. Then complete the other steps required to enable 

data integration on the Data Integration Setup screen. See “Set Up Data Integration.” 

1. On the Administrator Home Page under District Setup, select District. 

2. On the District Setup screen in the District Name column, click in the empty field and enter 

the district name. 

3. In the Superintendent Name field, enter the district superintendent's name. 

4. If your school district is integrated with a student information system in the Integration 

System list, select the appropriate student information system. 

The selection of the appropriate student information system here enables data integration 

for the entire district and allows it to be the only option available for the individual schools 

on the Data Integration Setup screen. 

Note: If you select None in the Integration System list on this screen, the 

integration system for each school is automatically set to None on the Data 

Integration Setup screen. 

Note: In the Integration System column, if None is selected and in Report Card 

Builder on the Report Card screen if Live is selected for the Choose the data 

integration method, then Beta ParentAccess reads report cards from GradeBook. 

However, in Classic ParentAccess, the system reads report cards from the 

student information system. 

Note: In the Integration System list, if you select a student information system 

other than SMS or DASL (StudentInformation), then on the Administrator Home 

Page in the Tools section, under Miscellaneous, the Integration Settings link 



appears. See “Set Up Integration Settings for Student Information Systems 

(Except StudentInformation and SMS).” 

5. Click Save. 

Integration System on the District Setup Screen 

Set Up Integration Settings for Student Information Systems (Except 

StudentInformation and SMS) 

If on the District Setup screen, in the Integration System list, you select a student information 

system other than SMS or DASL (StudentInformation), then on the Integration Settings screen, 

you must select a default domain. 

1. On the Administrator Home Page in the Tools section, under Miscellaneous, click 

Integration Settings. 

2. On the Integration Settings screen, in the Select Nightly Integration Domain list, select a 

domain. 

Note: This is the default domain under which users’ accounts are created during 

nightly integration. 

3. If this is a Windows domain, proceed to step 4. If this is a ProgressBook domain, in the 

Default Integration User Password field, enter a password. 

Note: This is the default password for new users created during the nightly 

integration. 

Note: By default, password requirements are eight characters with at least one 

uppercase letter, one lowercase letter, one number and one special character; 

however, your district may have different requirements. 




Windows Domain 

ProgressBook 

Domain 

Set Up Integration Settings 

Set Up School Information 

If your school district is integrated with a student information system, schools are imported into 

GradeBook from that system. Make any necessary changes in the student information system. If 

your school district is not integrated with a student information system, you can make changes to 

schools as needed. 

A check mark in the view-only Active column indicates that the school is active in the District 

database. However, you cannot deactivate a school on this screen. 

1. On the Administrator Home Page under District Setup, click Schools. 

2. On the Schools screen at the bottom of the screen, click the Add a School link. 

3. In the Add a School window in the School Name field, type the new school name. 

4. In the District School ID field, enter the district's school identification number. 

Note: If your school does not integrate with a student information system, the 

District School ID can be any unique alphanumeric identification. 

5. In the School Short Name field, enter an abbreviation. 

Note: The school short name should be meaningful to the users as it will be used 

in list options for staff searches and other related tasks. 



6. In the School Address field, enter the school's address. 

7. In the City, State and Zip fields, enter the city, state and zip code where the school is 

located. 

8. In the Phone Number field, enter the school's phone number. 

9. In the Principal's Name field, enter the principal's name for the school. 

Note: Entering the principal name here will not allow it to display on report cards. 

10. In the State School ID list, select the school's state ID. 

Note: If your school is integrated with a student information system, your school's 

state ID will automatically populate. If your school does not integrate with a 

student information system, N/A displays in this list. 

11. Click Update. 

The Delete and Add a New School links display at the bottom of the screen. 

Update a School Window 

12. To continue adding schools, repeat step 2 through step 11. 

13. Close the Update a School window. 

Schools Screen 



GradeBook Features 

GradeBook users with Master or School Administrator privileges can enable or disable any of the 

available features for your school district and each individual school, as desired. 

District Features 

The following district features are available: 

• Parent/Student Access – This option allows access to the Classic and Beta 

ParentAccess. Staff can access the site. However, parents and students will only be able 

to access it once they have been provided with user names and passwords for Classic 

ParentAccess. For Beta ParentAccess, parents and students will only be able to access it 

once they have been provided registration keys and have created their accounts. 

• Standards – This option allows the use of academic standards with lesson plans and 

assignments. GradeBook provides state academic standards for core subjects. 

Additional content areas can be entered/edited by users with the Curriculum, School 

Administrator and Master roles. 

• Teacher Roster Setup for All Courses – This option provides teachers with the ability to 

add students to their class rosters. If integrated with a student information system, this 

option should be turned off. When this feature is disabled, teachers can still be given the 

ability to update class rosters on an individual course basis if the GradeBook system 

manager selects that option on the Update Course window. 

• Lunch Counts – This option provides the ability for teachers to enter lunch counts on the 

Lunch Counts screen. The lunch choices are customizable for individual schools and can 

be entered/edited by users with the Cafeteria, Principal, School Support, School 

Administrator and Master roles. 

• SpecialServices – This option provides access to SpecialServices through a link in the 

Web banner for all users. Additional configuration of that system will be necessary. See 

SpecialServices System Manager Guide for more details. 

• Debugging for DASL (Keep off unless testing) – This option should be disabled at all 

times. The option is used for troubleshooting only by school districts that integrate with 

the DASL student information system. 

• Enable Attendance Short Comments – This option is used by school districts that 

integrate with the Student Sphere student information system. The option allows a 

second comment field to be used on the Absence Queue screen. 

• Import DASL External Student Status Code – For school districts integrated with the 

DASL student information system, this option allows the External Student Status Code to 

be imported into GradeBook. 

• Staff Password Changes – This option provides users who are ProgressBook 

authenticated with the ability to change their password on the Change Password screen. 

• Virtual Classroom – Provides access to the VirtualClassroom application. 

• Class Notifications – Allows teachers to send emails to parents, students or parent and 

students, if they registered an email address in Classic or Beta ParentAccess. 



Available District Features on the Feature Selection Screen 

Enable and Disable District Features 

1. On the Administrator Home Page under District Setup, select District Features. 

2. On the Feature Selection screen in the Use? column, select the check box for each of the 

features you want to enable. 


Note: To disable the feature, deselect the check box in the Use? column, and 

click Save. 

School Features 

For GradeBook users with School Administrator privileges, only the schools to which you have 

been assigned display on the screen. Enabling or disabling these features affects the functionality 

to which other GradeBook users have access, which is explained in detail for each option. If your 

school district is integrated with a student information system, make sure you also select the 

appropriate integration system for each school on the Data Integration Setup screen. See “Set Up 

Data Integration.” 

Period Attendance Tab 

The following school features are available on the Period Attendance tab: 

• Enable – Provides schools with the ability to take period attendance in classes on the 

Period Attendance and Seating Chart screens. The Period Attendance links display in the 

Web site banner in the Period Attendance view on the Grade Book Grid. When this 

feature is disabled, the Period Attendance link does not display on the Teacher Home 

Page; the Period Attendance and Period Attendance by Seating Chart links do not 

display on the Class Dashboard; the Period Attendance option is not available in the View 

list on the Grade Book Grid; and the Allow period attendance to be taken with this chart 

option and is not available on the Seating Chart. 

• Prior Day – Allows schools to provide teachers with the ability to enter or modify period 

attendance for days prior to the current day on the Period Attendance screen and Seating 

Chart screens. See “Set Prior Days to Change Period Attendance.” 



• Live Integration – Allows schools to read and save period attendance and period 

attendance by block data from the student information system, where available on a 

real-time basis. This option is enabled only if your district runs live period attendance. 

• By Block – Provides teachers with the ability to take period attendance by block in 

classes that meet for multiple blocks on the Period Attendance screen. The Enable 

feature must be selected for this option to work. When this feature is enabled and the 

class meets for multiple blocks, each block displays in a separate column in which the 

teacher can enter an attendance code. This icon displays on the Period Attendance 

screen to allow teachers to set the desired default view. The Take Attendance by Block 

link displays in the Web site banner on the Seating Chart. 

• Auto-Roster – Automatically updates the class roster with students from the SMS 

student information system when the teacher enters the Period Attendance screen to 

take period attendance. This option is enabled by default for all high schools and disabled 

by default for all other schools. 

Period Attendance Features on the Period Attendance Tab on the School Feature Setup 

Screen 

Set Prior Days to Change Period Attendance 

You can specify for all schools or each school individually the number of days prior to today in 

which teachers can enter or modify period attendance on the Period Attendance screen or Seating 

Chart. 

1. On the Administrator Home Page under District Setup, click School Features. 

2. To set the number of days prior to today that users can enter or modify period attendance 

for all the schools in the district, on the School Feature Setup screen Period Attendance 

tab, in the Prior Day column in the All schools row, click the multiple or 365 day(s) link. 

Note: To set the number of days prior to today that you can enter or modify period 

attendance for an individual school, click the 365 day(s) link in the Prior Day 

column for that school. 

3. In the Number of days to allow field, type the appropriate number of days. The default is 

365. 


The number of prior days is updated for the selected schools and the following message 

displays, “Feature updated successfully.” 



Note: It is not necessary to click Save. 

Period Attendance Tab on the School Feature Setup Screen 

Teachers cannot enter or modify period attendance on the Period Attendance screen or Seating 

Chart on a day that is past the number of days set to allow for period attendance. On the Period 

Attendance screen in the Class Attendance list, the list of attendance codes is not available, and 

the following message displays, “Altering period attendance in the past is only available for X 

day(s) prior to the current date.” 

Daily Attendance Tab 

The following school features are available on the Daily Attendance tab: 

• Offer Daily Attendance – Provides teachers with the ability to take daily attendance in 

classes on the Daily Attendance screen and Seating Chart. When this feature is disabled, 

the Daily Attendance link does not display on the Teacher Home Page; the Daily 

Attendance and Daily Attendance by Seating Chart links do not display on the Class 

Dashboard; and the Allow daily attendance to be taken with this chart option and is 

not available on the Seating Chart. 

• Allow Prior Day Changes – Provide teachers with the ability to enter and, if the school is 

not integrated with a student information system, to modify daily attendance for days prior 

to the current day on the Daily Attendance screen and Seating Chart. 

• Enable Live SIS Integration – Allows schools to read and save daily attendance data 

from your student information system, where available on a real-time basis. This option is 

enabled only if your district runs live daily attendance. 

Daily Attendance Tab on the School Feature Setup Screen 



Reports Tab 

Schools can enable Report Builder reports on the Reports tab. 

Enable and Disable School Features 

1. On the Administrator Home Page under District Setup, select School Features. 

2. On the School Feature Setup screen, select the Period Attendance, Daily Attendance 

or Reports tab. 

3. In the appropriate feature column, select the check box for each school for which you 

want to enable the feature. 

Note: To apply a feature to all the schools in the list at once, select the check box 

above the name of the feature, and click Save. 


Reports Tab on the School Feature Setup Screen 

Note: To disable the feature for a school, deselect the check box in the feature 

column, and click Save. 

Set Up Data Integration 

If your school district is integrated with a student information system and you have already 

selected the appropriate integration system for the district on the District Setup screen, you can 

enable data integration for each school building as needed. 

1. On the Administrator Home Page under Tools, click Data Integration Status. 

2. On the Data Integration Setup screen in the Integration System column, select the 

appropriate student information system for each building. 


4. You may perform any of the following optional steps while setting up data integration for 

the exchange of attendance codes and report card grades with your student information 

system: 

• To enable live daily attendance integration, click the Click here to modify 

Integration status link, and then on the Daily Attendance tab on the School Feature 

Setup screen, select the check box in the Offer Daily Attendance column for the 

appropriate school. See “Daily Attendance Tab.” 



• To enable period attendance integration, click the Click here to modify Integration 

status link, select the Period Attendance tab on the School Feature Setup screen, 

and then select the check box in the Offer Period Attendance column for the 

appropriate school. See “Period Attendance Tab.” 

• To export report card grades to the student information system, make sure you have 

selected the appropriate data integration method and source options on the General 

tab while creating the report card. See “Create Report Cards/Interims.” 

Data Integrations Setup Screen 

Disable Data Integration for District 

It is recommended to disable data integration for the entire school district at the end of the school 

year after final report card grades have been completed to prevent data, such as student 

accounts, class schedules, staff accounts and attendance records, from being loaded into 

GradeBook directly from the student information system before the beginning of the next school 

year. 

1. On the Administrator Home Page under District Setup, click District. 

2. On the District Setup screen in the Integration System column, select None for the district. 

The following message displays: "Changing the integration system turns off integration at 

all schools. To re-enable integration for one or more schools, go to the Data Integration 

Setup Page." 


Disable Data Integration for School 

You can disable data integration for an individual school building at any time. Disabling data 

integration on this screen overrides any data integration options you may have already selected 

on the Daily Attendance or Period Attendance tabs on the School Feature Setup screen. In the 

Report Card Builder, the student information system does not display in the data integration 

source list on the General tab, and the External Reference column does not display on the 

Assessments tab if you disable data integration for all schools on this screen. 



1. On the Administrator Home Page under Tools, select Data Integration Status. 

2. On the Data Integration Setup screen in the Integration System column, select None for 

the appropriate school building. 


Named Codes Overview 

Named codes lists are set up and maintained to specify the attendance-related codes, student 

status and other codes used in each school in your district. GradeBook provides default named 

codes groups for you to use that remain in the system regardless of whether or not your district is 

integrated with a student information system. Once you have set up the named codes lists, they 

remain in your system from year to year. 

Depending on the student information system in which your school district is integrated, certain 

named codes lists are imported into GradeBook from that system. If changes are necessary, you 

should make them to the named codes lists in that student information system. Therefore, it is not 

recommended to create customized named codes lists in GradeBook. 

If your school district is not integrated with a student information system, you must set up the 

named codes lists during the initial GradeBook setup. You can use the predefined named codes 

groups provided by GradeBook, or you can add customized named codes lists to the default 

groups to suit your needs. 

The specific code lists and their uses are distributed throughout this manual within the subjects to 

which they are related. For example, most attendance codes are covered in the Attendance 

chapter, while student codes are covered in the Maintain Students chapter. For your reference, 

all of the Named Codes Lists are listed in “Named Codes Lists” along with the page numbers 

where you can find more detailed information. 

Named Codes Lists 

Named Codes 

Page 

Instructional Cycle Codes 17 

Attendance Day Codes 19 

Period/Block Codes 94 

Admission Codes 97 

Withdrawal Codes 98 

Student Status Codes 99 

Address Type Codes 99 

Contact Type Codes 100 

Absence Types Codes 110 

Absence Totals Codes 111 

Absence Reason Codes 113 

Attendance Note Codes 114 



Associate Named Codes Lists with Schools 

Once you have set up or imported your Named Codes Lists into GradeBook, the codes must be 

associated with the appropriate school buildings within your district. For example, your district may 

use different attendance codes in the secondary schools than in the primary schools. Depending 

on the student information system in which your school district is integrated, the association of 

schools with named codes may have already been imported, and you do not have to follow the 

following procedure. 

Also, depending on the student information system in which your school district is integrated, 

Activity Codes and Activity Groups may be associated with specific codes or may not be used at 

all. 

If your school district is not integrated with a student information system, you must associate a 

school with a named codes list for each named code group. If you do not associate named codes 

with schools, attendance information will not display appropriately throughout GradeBook. 

1. On the Administrator Home Page under the Named Codes section, click School Named 

Codes. 

2. On the School Named Codes screen in the School list, select the school you want to 

associate with a named codes list. 

3. In the Code List column, select the appropriate named codes list to associate with the 

Code Group for the school. 

4. Continue associating named codes lists with code groups the school uses. 


6. To continue associating named codes lists with code groups for all the schools in the 

district, repeat step 2 through step 5. 

Note: If the Absence Totals and Absences Types named codes lists selected do 

not match, the following message displays at the bottom of the screen: “The 

Absence Types defined in the Absence Totals used for attendance totaling do not 

match the selected Absence Types. This may cause incorrect attendance totaling. 

Check the following Absence Totals calculation(s): lists the affected Absence 

Types.” 



School Named Codes Screen 

Add Instructional Cycle Codes 

Instructional cycle codes represent the instructional cycle that is used in the school calendar. The 

instructional cycle is the set of days that school meets during the week. 

By default, the Monday through Friday instructional cycles will already be set up in GradeBook, 

you may need to enter instructional cycle codes during the initial GradeBook setup regardless of 

whether or not your district is integrated with a student information system if you use something 

other than the standard Monday through Friday codes. Once you have set up the list, it remains 

in your system from year to year. 

1. On the Administrator Home Page under the Named Codes section, click Instructional 

Cycles. 

2. On the Instructional Cycles screen in the Name list, select the appropriate instructional 

cycle. 

3. In the Code column, type the code (up to 2 characters) representing the day. 

4. In the Description column, type the name of the day. 

Note: The description may be the actual day of the week, such as Monday, or it 

may be an internal description, such as Day 1, based on your district's calendar 

cycle. 

5. In the Seq# column, type the number representing the order in which the cycle day should 

display. 




Instructional Cycles Screen 

Copy Named Codes to New List 

1. On the Instructional Cycles screen in the Name list, select the default named codes list. 

2. In the Copy to new List field, type the name of the list to which you want to copy. 

3. Click Go. 

The name entered in the Copy to new list field displays in the Name list. 

Modify Named Codes 

You should only modify the named codes in GradeBook if your school district is not integrated with 

a student information system. 

Depending on the student information system in which your school district may be integrated, the 

named codes may be imported into GradeBook from that system. You should make any 

necessary changes to named codes in the student information system. 

1. On the Instructional Cycles screen in the Name list, select the appropriate named codes 

list. 

2. Change the code, description or sequence number, as needed. 


Delete Individual Named Codes from List 

You should only delete individual codes from a named codes list in GradeBook if your school 

district is not integrated with a student information system. 

1. On the Instructional Cycles screen in the Delete column, click the check box next to the 

code you want to remove from the list. 


Note: You cannot delete a cycle day code that has been associated with a 

calendar day. 



Add Attendance Day Codes 

Attendance Days codes represent the types of days that school is in session. Each day type, for 

example, full day, half day and holiday, is assigned a value. The value of the type of day is used 

in attendance calculations. These codes display on the Attendance by Student and Update 

Absence Info screens. 

1. On the Administrator Home Page under the Named Codes section, click Attendance 

Days. 

2. On the Attendance Day Codes screen in the Name list, select the appropriate named 

codes list. 

3. In the Code column, type the new code. 

4. In the Description column, type the description of the code. 

5. In the Multiplier list, select a value that represents the code. 

Note: The value is the number, such as 1 for a full day or 0.5 for a half day, used 

in calculating attendance totals. 

6. In the appropriate color box, select the option button to designate the color that 

represents the day as it appears on the attendance calendars. 


8. To continue adding codes, repeat step 3 through step 7. 

Attendance Day Codes 

Create School Calendars 

The school calendar includes the total number of days that school meets for the year. You can 

create a separate calendar for each school building, which may be required by some school 

districts, and then associate the school with the appropriate calendar. You can also have different 

calendars for different grade levels in the same building. For example, the kindergarten calendar 

may have a different start date than the start date on the calendar used by the first through fourth 

grades. You must create a school calendar whether or not your school district is integrated with a 



student information system. School calendars may be imported through integration with the 

student information system; however, ongoing maintenance must still be done in GradeBook 

throughout the school year. 

Once the calendar has been created Saturday and Sunday are considered off days. If your school 

district or school building meets on Saturday or Sunday, you must edit the calendar to reflect that 

change. 

1. On the Administrator Home Page under Annual Setup, click School Calendars. 

2. On the Calendar List screen in the Description column, type the name of new calendar in 

the blank cell. 

3. In the Cal# column, type a number. 

Note: If your school district is integrated with certain student information systems, 

this number may already be entered. 

4. In the Total Days column, type the number of days that school meets during the year. 

Note: This number of days is used in the Days Possible and Days Present 

calculations that can be selected on the Absence Totals screen. 

5. In the Instructional Cycle list, select the appropriate instructional cycle. 

Note: The instructional cycles created on the Named Codes screen displays in 

this list. 

6. In the Cycle Type list, select the appropriate cycle type option: 

• Mon-Fri – Use this when the instructional cycle is five days and Mondays are always 

the start of the cycle. This is the default option. 

• Rotating – The cycle is applied consecutively throughout the calendar. 

Note: The codes set up on the Attendance Day Codes screen display in this list. 

7. In the Attendance Days list, select the appropriate attendance days named codes. 

8. In the Start Month list, select the month that school begins. 

9. In the Start Day list, select the day that school begins. 

10. In the School Year list, select the year the calendar represents. 


12. Proceed to edit the calendar to complete the calendar setup. 



Calendar List Screen 

Edit Calendar Month 

When a new calendar has been created, Mondays through Fridays are considered full days. 

GradeBook automatically calculates the last day of the school calendar based on the start date 

and the total number of days in the calendar. You must edit the calendar to reflect the days that 

school is not in session or any other special days and then adjust the end date based on those 

days. The colors that display at the bottom of the School Calendar screen have been set up on 

the Attendance Day Codes screen. 

Once you have completely edited the calendar, you must associate the calendar with the school 

buildings that use the calendar. 

1. On the Calendar List screen, select the Calendar Days tab. 

Note: On the School Calendar screen, you can also click 

calendar you want to edit. 

next to the 

2. On the School Calendar screen in the Select a Calendar list, select the appropriate 

calendar. 

Notice that the Selected Calendar, Calendar Start and Cycle Type display across the top 

of the calendar. The months in the calendar display along the left side of the calendar 

beginning with the first month in the school year. Cycle day codes that are included in the 

instructional cycle that is associated with this calendar display in each day. The 

background color of each day is denoted by the type of attendance day. Keys explaining 

the Attendance Days and Instructional Cycle Days displays across the bottom of the 

screen. 



Monday - Friday School Calendar 

3. On the left side of the screen, click the month you want to edit. 

4. On the Edit Calendar Month screen at the bottom of the screen, select an attendance day 

option. 

5. In the date box, click directly on the number to which you want to apply that option. 

The color representing that option displays in the date box. 

Note: You can select multiple dates for that specific attendance day option. 

Note: You can navigate to future months by clicking the forward arrow near the 

month title. 


Rotating Calendar 



Edit Calendar Month Screen 

7. To continue applying attendance day options, perform step 5 through step 6. 

8. In the Web site banner, click the Back to main calendar page link to return to the School 

Calendar screen. 

9. To continue editing calendar days, perform step 3 through step 6. 

10. Proceed to assign instructional cycles. 

Assign Instructional Cycles 

An instructional cycle is the set of days that school meets during the week. You should assign an 

instructional cycle to your school’s calendar when you are setting it up at the beginning of the 

school year. You may need to reassign cycle days during the initial set up after you modify the 

calendar to reflect holidays and other time off. You can also reassign cycle days in an instructional 

cycle associated with a specific calendar at any time during the school year in the event that 

school did not meet because of a weather emergency, for example. 

1. On the School Calendar screen in the Select a Calendar list, select the appropriate 

calendar. 

2. At the bottom of the screen, click the Assign Instructional Cycle Days link. 

The Assign Instructional Cycles window displays. 

3. On Assign Instructional Cycles window, verify that the calendar selected on the School 

Calendar screen displays in the Calendar list. 

4. If the school year is in progress in the Start Date field, the current date displays. 

You may click 

to select a different date, if desired. 

5. In the End Date field, the calendar’s end date displays. 

You may click 

to select a different date, if desired. 



Note: If you are using the Rotating cycle type, the first cycle day in the set of cycle 

days for the instructional cycle associated with this calendar displays in the 

Starting Cycle Day list. You may select a different cycle day, if desired. 

6. Click Assign Instructional Cycle Days. 

The adjusted cycle days display on the calendar. 

Instructional Cycles on a School Calendar 

Associate Schools with Calendars 

You must associate a school calendar with the school buildings in your school district for accurate 

attendance totaling. You can also associate multiple school calendars with one school building if 

that is required in your school district. For example, kindergarten may follow a slightly different 

calendar schedule than the other grades in the same school. If you do not select a default calendar 

for the school, GradeBook uses the District Calendar. 

1. On the Calendar List screen, select the Schools tab. 

2. On the Link Schools with Calendars screen in the Default Calendar list, select the 

calendar the school will use as its default calendar. 

3. Select any additional calendars the school will use, if appropriate. 




Link Schools with Calendars Screen 

Set Up Rounding Preferences for Student Averages 

The Grade Book Rounding preference determines how student averages are rounded and 

displayed in GradeBook. This sets how student averages are displayed throughout the teacher’s 

grade book, such as the Class Dashboard, Grade Book Grid, Progress by Student Grid as well as 

Classic and Beta ParentAccess. 

The rounding preferences are determined by modifying specific records in the LookupCodes table 

in the district database. You can set the student averages to display up to two decimal places. 

Set Up Rounding for Grade Book 

1. Open SQL Server Management Studio. 

2. In the Object Explorer pane, expand the Databases node. 

3. Expand the district database. 

4. Expand the Tables node, and then open the LookupCodes table. 

5. In the Group_DBID field, locate the record with a value of 6. 

The value in the Group_DBID field is the identifying value for the record in the 

LookupGroups table that defines (Grade Book) Rounding. 

LookupGroups Table and Corresponding Record in the LookupCodes Table 



6. In the LookupCode field, enter one of the following values that represents the number of 

decimal places you want to display after the decimal point: 

• 2 – Displays two places after the decimal point, such as 89.67 

• 1 – Rounds up to the nearest tenth, and displays two places after the decimal point, 

such as 89.70 

• 0 – Rounds up to the nearest ten and displays two zeroes after the decimal point, 

such as 90.00 

7. In the LookupCodes table, click out of the row to save the changes to the record. 

8. Log in to GradeBook and navigate to the Grade Book Grid. 

Student averages should display on the Grade Book Grid and Class Dashboard as a 

percentage including the number of places after the decimal point that is represented by 

the value you entered in step 6. 

9. In each district database, repeat step 2 through step 8 for which you want to set up the 

rounding for the grade book. 

Make Student Pictures Available on Seating Chart 

To ensure that student photographs are available to display on the desks of the seating charts 

created in GradeBook, you can create a virtual directory if your GradeBook Web application and 

picture directory are located on two different servers or you want to use a different physical 

directory on the same server. You can also create a physical directory if you are going to store the 

pictures on the same server and in the same Web site directory as the GradeBook application. 

GradeBook supports .jpg/.jpeg, .gif and .png image file types. The name of the image file should 

be the district student identification number, for example, 89034251.jpg. If your district is 

integrated with a student information system, this identification number should be the same 

identification number that is exported from the student information system to GradeBook. 

Create New Virtual Directory 

On the server at the same level where the GradeBook directory is located, create a new virtual 

directory in IIS that maps to an existing directory that contains all the districts’ student photographs 

on another server. 

Create New Virtual Directory Using IIS6 

1. Open Internet Information Services (IIS). 

2. In the IIS Manager under Web Sites, locate ProgressBook. 



3. Right-click on ProgressBook, select New and then select Virtual Directory. 

4. In the Virtual Directory Creation Wizard, click Next. 

5. On the Virtual Directory Creation Wizard in the Alias field, type the name of the directory 

that will contain all the student photographs. For example, you could name the directory 

Pictures, Photographs or StudentPictures. 

6. In the Path field, enter the directory path that contains the district folders with the 

students’ pictures. 

Note: Do not select the district folders; select the level preceding the district 

folders. 

7. Click Next. 

8. Under Allow the following permissions, check Read. 

9. Click Next. 

10. Click Finish. 

11. If the students’ pictures are on multiple servers, repeat step 1 through step 10. 

12. In IIS Manager in the left pane, select the new virtual directory, and in the right pane, 

verify that the appropriate files appear. 

13. Open Microsoft SQL Server 2005/2008. 

14. In Microsoft SQL Server 2005/2008 in the PB_Master database, find the DistrictLogin 

table. 

15. Right-click on the DistrictLogin table, and select Edit Top 200 Rows. 

Create New Virtual Directory Using IIS7 

Locate ProgressBook in IIS6 

Manager 

1. Open Internet Information Services (IIS). 

2. In IIS Manager under Default Web Site, locate ProgressBook. 



Locate ProgressBook in IIS7 

Manager 

3. Right-click on ProgressBook, and select Add Virtual Directory. 

4. On the Add Virtual Directory screen in the Alias field, type the name of the directory that 

will contain all the student photographs. For example, you could name the directory 

Pictures, Photographs or StudentPictures. 

5. In the Physical path field, type the directory path that contains the district folders with the 

students’ pictures. 

Note: Do not select the district folders; select the level preceding the district 

folders. 

6. Click OK. 

7. If the students’ pictures are on multiple servers, repeat step 1 through step 6. 

8. In IIS Manager in the left pane, select the new virtual directory, and in the right pane, 

verify that the appropriate files appear. 

9. Open Microsoft SQL Server 2005/2008. 

10. In Microsoft SQL Server 2005/2008 in the PB_Master database, find the DistrictLogin 

table. 

11. Right-click on the DistrictLogin table, and select Edit Top 200 Rows. 

Create New Directory 

If you want to maintain student photographs on the same server and in the same Web site 

directory as your GradeBook application, you can simply create a new directory. If you are 

maintaining student photographs for multiple school districts, it is recommended to create a 

separate subdirectory for each district. In this case, for example, the directory path may be 

C:\Inetpub\wwwroot\Pictures\Lakeview, where Lakeview represents the name of the district. 

Continue to create as many subdirectories as there are districts. 


Add Directory to GradeBook 


To indicate to GradeBook where to look for the pictures directory, the directory information must 

be added to the DistrictLogin table in the pb_master database. 

1. In SQL Server Enterprise Manager or SQL Server Management Studio, expand the 

Databases directory. 

2. Open the pb_master database. 

3. In the Tables directory, view the contents of the DistrictLogin table. 

4. In the DistrictLogin table, locate the district for which you want to add pictures in the 

District_DBID column, and then in the PicFolder column, type ../ followed by the name of 

the new directory you just created. For example, ../Pictures/Lakeview, where Pictures 

represents the name of the directory and Lakeview represents the name of district 

subdirectory. 

5. If you are adding photographs for multiple districts, repeat step 4 as many times as the 

number of districts for which you are adding photographs. 

6. Close the DistrictLogin table. 

7. Close the pb_master database. 

Audit User Activity 

The GradeBook network or server administrator can track user session information as well as 

changes made to assignment marks and report card grades in GradeBook. GradeBook audits this 

information in different ways. The user session information is recorded in the Audit.UserSession 

table in the District database and cannot be disabled. Assignment marks and report card grades 

that have been inserted, changed or deleted are recorded in the PBAudit log, which displays in 

the Microsoft Event Viewer. The PBAudit log can be enabled and disabled for individual district 

databases at any time. 

View User Login/Logout Activity 

User login and logout activity is recorded in the following fields in the Audit.UserSession table: 

• Staff_DBID 

• CreateDateTime 

• SessionId 

• EventType 

• IPAddress 

• DistrictStaffId 

• LastName 

• FirstName 

• LoginName 

A logout record is recorded in the Audit.UserSession table only if a user clicks the Logout link to 

log out of GradeBook. 



Install GradeBook Audit Logs 

You must install the audit logs to enable tracking changes made to assignment marks and report 

card grades in GradeBook. If you have already installed PBAudit log and configured the settings 

during a software upgrade, see “Enable Audit Log.” 

1. On the SQL Server, create a new subdirectory called Event Log in C:\Program 

Files\Software Answers if you are running a 32-bit version of Windows Server or 

C:\Program Files (x86)\Software Answers if you are running a 64-bit version of Windows 

Server. 

2. Download Event Log.zip to the new Event Log subdirectory, and extract the files. 

3. To create the audit log, double-click EventLogMaintenance.exe. 

4. On the Create/Validate ProgressBook Event Log window, highlight ProgressBook Event 

Logs. 

5. Next to the Resource File location field, click to browse for PBMessages.dll. 

6. In the Open window in the File Name list, select PBMessages.dll, and click Open. 

PBMessages.dll displays in the Resource File location field. 

Create/Validate ProgressBook Event Log 

Window 

Note: Make sure that the location where you choose to install audit log has ample 

space to allow the log file to increase in size. If you leave this field blank, the 

PBAudit log will be installed by default on the same system drive where the other 

system event logs are located. It is recommended to move the PBAudit log to a 

drive that has adequate space. 



7. If you are running Windows Server 2003, click next to the PBAudit event log location 

field to select a location to store the PBAudit log. If you are running Windows Server 2008, 

leave the event log location blank for now. You can modify this setting later. See “Modify 

Audit Log Settings in Windows Server 2008.” 

8. On the Create/Validate ProgressBook Event Log window, click Create Event Log. 

The message, “All Done” displays when the ProgressBook and PBAudit event logs have 

been installed. 

9. Close Create/Validate ProgressBook Event Log window. 

10. Open the Event Viewer, and notice that the ProgressBook and PBAudit logs display in 

the left pane. 

ProgressBook and PBAudit logs in the Event Viewer 

Note: Modifying PBAudit log settings and enabling the PBAudit log is optional. 

Estimate Amount of Drive Space Required to Maintain Audit Log 

Records 

Before you begin to modify PBAudit log settings, you will need to determine the total number of 

current ClassAssignmentMark and StudentReportMark records for all districts at your site. Use 

this record count and the number of remaining grading periods to estimate the amount of drive 

space needed to maintain a large number of records in the PBAudit log that may accumulate 

through the end of the school year. 

1. Open SQL Server Management Studio, and run the FindMarkTotals.sql script, which 

is located in the Event Log subdirectory. 

The script returns one record that represents the total number of current 

ClassAssignmentMark and StudentReportMark records for all districts at your site. 

2. With this number of current records, use the following guideline to calculate how much 

drive space is needed to maintain PBAudit log: 

3.5 million mark records = 1,000,000 KB of drive space 



Note: For example, if it is the end of the second grading period and you have 

determined that your site will have 7 million mark records in your system by the 

end of the school year, you may want to set the maximum log size to 2,000,000 

KB if you want to maintain the log file through the end of the school year. 

Modify Audit Log Settings in Windows Server 2003 

If GradeBook is running on Windows Server 2003, modify PBAudit log settings, as desired. 

1. In the Event Viewer, right-click on PBAudit, and select Properties. 

2. On the PBAudit Properties window in the Maximum log size (KB) list, select a value that 

represents the maximum size the file can be. 

The default value is 16,384. 

3. On the PBAudit Properties window in the When maximum event log size is reached 

section, select one of the following options: 

• Overwrite events as needed 

• Overwrite events older than – If you select this option, be sure to select a value in 

the days list. 

• Do not overwrite events (clear log manually) – This is the recommended option. 

Note: You may maintain the records in PBAudit as long as desired. There is no 

minimum or maximum time requirement. However, if you set a maximum log size 

limit and the log file reaches that size, no more records will be written to the log. 

4. Click OK. 

Windows Server 2003 PBAudit Properties 

Window 


Modify Audit Log Settings in Windows Server 2008 


If GradeBook is running on Windows Server 2008, modify PBAudit log settings, as desired. 

1. In the Event Viewer, expand the Applications and Services Logs node. 

2. Right-click on PBAudit, and select Properties. 

3. On the Log Properties - PBAudit window, if you want to store the log file on a different drive 

than the default location, C:\Program Files (x86)\Software Answers\Event Log, then type 

the location in the Log path field. 

4. In the Maximum log size (KB) list, select a value that represents the maximum size the file 

can be. 

The default value is 1,028. 

5. In the When maximum event log size is reached section, select one of the following 

options: 

• Overwrite events as needed (oldest events firsts) 

• Archive the log when full, do not overwrite events – This is the recommended 

option. When the log file reaches the maximum file size limit, it stops writing records 

in that file and creates a new log file. 

• Do not overwrite events (Clear logs manually) 

Note: You may select different maximum event log size options at different sites, 

as needed. 

Windows Server 2008 LogProperties – PBAudit 

Window 

6. Click Apply, and then OK. 

The Log Properties - PBAudit window closes. 

7. Close the Event Viewer. 



Enable Audit Log 

You can enable the PBAudit log for any district database at any time. 

1. In the Event Log subdirectory, double-click EventLogging.sql to open the script in SQL 

Server Management Studio. 

2. Log in to the appropriate database. 

3. Click Execute to run the script. 

EventLogging Script 

4. From the Event Log subdirectory to the Batch subdirectory where PBCompare is installed, 

copy Create_audit_triggers.sql. 

The default location is C:\Program Files\Software Answers\PBCompare if you are running 

a 32-bit version of Windows Server or C:\Program Files (x86)\Software 

Answers\PBCompare if you are running a 64-bit version of Windows Server. 

5. Open PBCompare, and log in to the appropriate server using pbadmin as the username 

and password. 

6. Select the Script tab, and then in the Script to execute list, select 

Create_audit_triggers.sql. 

Note: Running this script enables triggers in the selected database that will log 

activity against the StudentReportMark and ClassAssignmentMark tables. 

7. Select the databases for which you want to enable auditing. 

Note: DO NOT select the pb_dataintegration and pb_Master databases. 



Select the Appropriate Databases in PBCompare to Enable 

Auditing 

8. Click Start. 

9. Verify that the status of the selected databases changes to “Done.” 

10. Close PBCompare. 

View Changes Made in GradeBook in Audit Log 

You can monitor added, changed or deleted assignment marks or report card grades in 

GradeBook in the PBAudit log. 

1. Open the Event Viewer, and refresh PBAudit. 

2. To open the Event Properties window, double-click on a record. 

3. In the Event Properties window, click the up or down arrows to scroll through the records. 

Notice that the staff, student, class and assignment identification numbers are different as 

you scroll through the records. 

4. Close the Event Properties window. 

5. Close the Event Viewer. 



View Records in the Event Properties Window 

Disable Audit Log 

You can disable the PBAudit log for any district database at any time using either SQL Server 

Management Studio or PBCompare. 

1. In SQL Server Management Studio, open Disable_audit_triggers.sql. 

2. Select the database for which you want to disable auditing. 

3. Click Execute to run the script. 

Disable Audit Log in PBCompare 

To disable multiple district databases at once, perform the following procedure. 

1. Open PBCompare, and log in to the appropriate server using pbadmin as the username 

and password. 

2. Select the Script tab, and then in the Script to execute list, select 

Disable_audit_triggers.sql. 

3. Select the databases for which you want to disable auditing. 

4. Click Start. 

5. Verify that the status of the selected databases changes to “Done.” 

6. Close PBCompare. 


Grading Setup 

This chapter will explain how to set up the GradeBook system for your district’s reporting practices. 

GradeBook provides complete flexibility for each school district to define their reporting periods 

and when report card grades can be entered by the teachers. In addition you must define the types 

of marks that are used for grading and the grading scales used by the district. Defining these 

options in the system will affect what teachers have access to in their grade books. 

Add Reporting Periods 

At the beginning of each school year, it is necessary to set up reporting periods for all terms in 

which grades will be given for each school. During initial implementation of GradeBook, the 

reporting periods must be created, and each subsequent year the date ranges for each reporting 

period must be adjusted appropriately. When setting up reporting periods, the Gradebook Range 

option is used to indicate which reporting periods define an actual date range for the grade book. 

When this option is selected, the reporting period will be available in teachers’ grade books and 

used to determine the reporting period in which an assignment should be calculated. The system 

will use the due date on assignments compared with start and end dates on the reporting periods 

to make this determination. Check the Gradebook Range option only for reporting periods that 

define where assignments should fall, such as quarters or trimesters and not on exam or final 

grade reporting periods. 

1. On the Administrator Home Page under Grading Setup, click Reporting Periods. 

2. On the Reporting Periods screen in the Name column, click in an empty field, and enter 

the new reporting period name. 

3. In the Short Name column, enter an abbreviation for the reporting period name. 

For example, a short name for Quarter 1 could be Q1. 

4. In the Gradebook Range? column, select the check box, if appropriate. 

Note: When Gradebook Range is selected, Progress Book uses the 

corresponding Term Begin and Term End dates for displaying assignments on the 

Class Dashboard and calculating student averages for that reporting period. 

Note: You need to perform step a through step c only if you selected the check 

box in the Gradebook Range? column in step 4. 

a. In the Term Begin column, enter the date that the reporting period begins. 

b. In the Interim End column, enter the date that the Interim period ends. 

c. In the Term End column, enter the date that the reporting period ends. 

ProgressBook Gradebook System Manager Guide 37

Grading Setup 

Reporting Periods Screen 


6. To complete the process, in the Entry Dates column, click the Edit link to enter report card 

entry dates. 

Note: The All Year Long reporting period is used for report card assessments 

that could be marked as completed at any time during the school year, such as 

letter and sound recognition boxes for kindergarten standards-based report cards. 

Enter Report Card Entry Dates 

You must set up specific dates in which teachers can enter interim and report card grades for each 

building in the school district. You can save time by using the copy option at the bottom of the 

screen if the entry dates are the same for multiple buildings in your district. 

1. On the Reporting Periods screen in the Entry Dates column, click the Edit link in the row 

of the reporting period you are adding. 

2. On the Report Card Entry Dates by School screen in the Entry Start Date field, enter the 

appropriate date and time for the building for which you are setting up. 

3. In the Entry End Date field, enter the appropriate date and time. 

Note: If you do not specify a time, the system uses 12:00 AM as the beginning 

and ending time. 

Note: You can save time by using the copy defaults option to enter entry start and 

end dates for all buildings and then modify the dates and times for individual 

buildings, if necessary. 

4. If your school district uses Classic or Beta ParentAccess, in the Publish Date column, 

enter the date and time that you want report card or interim grades to appear on Classic 

or Beta ParentAccess. 

Note: For school districts that keep report card grade entry periods open all 

school year, the current grading period that displays in Classic or Beta 

ParentAccess is determined by the report card publish date and not the report 

card entry end date. However, if the report card publish date is blank, the report 

card entry end date will be used. 


38 ProgressBook Gradebook System Manager Guide

Grading Setup 

Report Card Entry Dates by School Screen 

Note: If teachers need additional time to enter report card data, then you can 

extend the Report Card Entry End Date as needed. If the report card is using 

batch integration with the student information system for report card grades, it will 

be necessary to deselect the check box in the C column for that school to allow 

the grades to be updated again in the student information system. 

Note: For school districts that use the batch report card integration, the Export 

Grades link displays. Click the link to open the Report Card Grade Export screen 

to export only the interims and report cards grades entered for reporting periods in 

which entry end dates have passed. 

Edit Reporting Periods 

Once a reporting period has been saved, you can change the text and/or dates. 

1. On the Reporting Periods screen, change the reporting period name, short name and 

term beginning and ending dates, as needed. 


Delete Reporting Periods 

Note: You cannot delete a reporting period if it is attached to a report card or a 

class. 

1. On the Reporting Periods screen in the Del? column, select the check box for the 

reporting period you want to delete. 


Export Report Card Grades on Demand for Districts that Run 

Batch Integration 

For school districts that integrate with certain student information systems, the Export Grades link 

displays at the bottom of the Report Card Entry Dates by School screen. This option is used to 

manually create the batch export file for report card grades, which is then imported into the student 

information system. You can export interim and report card grades in the form of a text file (.txt) 


Grading Setup 

to your student information system at any time in addition to the normally scheduled batch 

integration procedure, as needed. The C column on the Report Card Entry Dates by School 

screen indicates the final grade extract for each school for that reporting period. Once this check 

box is selected, the corresponding grades will not be included in the grade extract files. This option 

will automatically be selected after an extract file is created and the Entry End Date has passed. 

If it is necessary to rerun the extract manually after the C column has been selected, you can use 

the following procedure. 

1. On the Administrator Home Page, click Reporting Periods. 

2. On the Reporting Periods screen in the Entry Dates column, click the Edit link in the row 

of the reporting period in which you want to export grades. 

3. On the Report Card Entry Dates by School screen in the C column, deselect the check 

box for the school whose report card grades you want to export. 


5. To export report card grades for multiple reporting periods in multiple schools, in the 

Reporting Period list, select the appropriate reporting period, and then repeat step 3 and 

step 4. 

6. Click the Export Grades link. 

C Column on the Report Card Entry Dates by School Screen 

7. On the Report Card Grade Export screen, click Export Grades. 


Grading Setup 

Report Card Grade Export Screen 

The following message displays, “Grade export complete.” 

8. Click the Home link to return to the Administrator Home Page. 

9. Return to the Report Card Entry Dates by School screen, and in the C column, notice 

that the check box for the school whose report card grades you exported have been 

automatically reselected. 

The report card grades have been exported to the directory specified in the Lookup Descr 

field for the record with the value of Extract Path in the LookupCode field in the 

MasterLookupCodes table in the pb_master database. Only the System Administrator has 

access to this database. 

Set Up Cross References for Reporting Periods 

If your school district is integrated with a student information system, you must associate reporting 

periods to the corresponding terms and reporting periods in your student information system. It is 

imperative to enter the appropriate cross reference codes correctly to ensure that the correct 

grades are transferred to the student information system. Only GradeBook system managers with 

master privileges can make these changes. 

1. On the Administrator Home Page under Grading Setup, click Cross Reference. 

2. On the Period Cross Reference screen in the School list, select the appropriate school. 

3. In the appropriate Term/Period columns, select the appropriate term/period code for 

each reporting period that has a mark to transfer to the student information system. 


5. To continue associating reporting periods to the corresponding terms and reporting 

periods for each school building in the district, repeat step 2 through step 4. 

Note: Depending on your district’s student information system, additional rows or 

multiple Term/Period columns may display on this screen. 


Grading Setup 

Period Cross Reference Screen 

Mark Types 

Mark types must be set up to specify the information that can and should be entered in the 

teacher’s grade book and on report cards. The following default mark types are automatically set 

up in GradeBook and cannot be deleted: 

• A-F – A common, letter–based grade type used at thee secondary level and some 

primary grades. 

• Checkmarks for Report Cards – Prints a check mark on elementary standards-based 

report cards. Commonly used as the mark type with report card templates for letters and 

sight words. 

• Comment – User can type upper case, lower case or mixed case alphanumeric text up to 

2,000 characters. 

• Pass/fail – Pass or fail option as a mark. 

• Percent – Enables the user to enter percent values when entering marks for 

assignments. 

• Points – Enables the user to enter numeric point values when entering marks for 

assignments. Points are also used for total counts when entering lunch counts, total 

periods absent, etc. 

• Yes/No – Enables the user to choose a yes or no option as a mark. If used an 

assignments, it will display as a check box on the Grade Book Grid. When the user clicks 

in the check box, a check mark displays meaning yes. If the check box is empty, it means 

no. 

The period attendance mark type, which enables period attendance to be taken on the Period 

Attendance and Seating Chart screens, is automatically set up in GradeBook and can be deleted 

if not in use. Valid attendance codes can be edited to meet the district’s needs. 

In addition to the default mark types provided by GradeBook, you can create custom mark types 

to meet district requirements or import them from certain student information systems during the 

data integration process. Imported mark types include the school short name code in the mark 


Grading Setup 

type name, such as LVHS_Marks or LVHS_Comments. For imported mark types, all changes 

should be made in the student information system and imported into GradeBook through the 

nightly integration process. With many student information systems, it is required that report cards 

use the imported mark types; otherwise, errors will occur when attempting to enter report card 

grades. Although mark types may be imported from the student information system, there are 

some options that can be configured in GradeBook. The GUI column allows you to specify what 

type of entry control is used on teachers’ screens to enter the grades for that mark type, for 

example, reserved for report card mark types only, which is indicated in the name of the option. 

To configure report cards to allow grades to be entered as the average percentage but also allow 

letter grade overrides in the same field, set the imported mark type. 

Add Mark Types 

It is necessary to set up any custom mark types that your district will use in GradeBook for grading, 

attendance or report card printing. You can make mark types available to all staff or limit to only 

users with administrative privileges. 

1. On the Administrator Home Page under Grading Setup, click Mark Types. 

2. On the Mark Types screen in the Name column, click in an empty field, and enter the new 

mark type name. 

3. In the GUI column from the list, select the desired graphical user interface option. 

• Textbox – User can enter upper case, lower case or mixed case alphanumeric text 

up to 50 characters. It is recommended to use five characters or less. 

• Long Textbox (RptCards Only) – Displays a text box on the Report Card Entry 

screen. The user can enter alphanumeric text up to 2,000 characters, but screen size 

may limit the ability to view the entire comment. 

• Numeric Textbox – User can enter numeric text in decimal format in the text box up 

to 50 characters, for example, 999.99. It is recommended to use five characters or 

less. 

• Numeric with Overrides (RptCards Only) – Displays a text box on the Report Card 

Entry screen. The user can enter numeric text in decimal format in the text box up to 

50 characters, for example, 999.99, as well as valid alphabetic codes. If the mark is a 

number, it is calculated in the semester average. If the mark is a code, it is not 

calculated in the semester average. 

• List box – Displays a drop-down list of available options in alphanumeric text format 

from which the user must choose. 

• Comment – Displays a comment icon, which the user can select and then enter 

alphanumeric upper case, lower case or mixed case text up to 2,000 characters. 

• Combined Comment (RptCards Only) – Provides the option of using either Coded 

Comments or Comments. The user can choose one option or the other for each 

student; however, they may not use both options for the same student. 

• Click List – Displays a box in which the user clicks repeatedly to display valid values 

in alphanumeric text format. Each time the user clicks in the box an option displays. It 

is recommended to use no more than three options. 


Grading Setup 

• Checkbox – Displays a check mark to indicate Yes/No or Complete/Incomplete as 

the user clicks in the check box. 

• Radio Button – Allows a user to choose one option in a group of two or more options. 

Note: The GUI option selected here determines how the Mark field displays 

where marks are entered throughout GradeBook. 

4. In the Uses List column, select the appropriate option to indicate whether you will provide 

the list of valid marks. 

• Y – Yes 

• N – No 

5. In the Admin Only column, select the appropriate option to indicate whether this mark type 

should be available only on report cards and interims. 

• Y – Yes 

• N – No 


The mark type displays in the Name column. 

Mark Types Screen 

7. If you selected Y in the Uses List column indicating that you will provide a list of valid 

marks, click the View Marks link next to the mark type you just added. 

a. On the Mark Lists screen in the Mark column, type in the value or letter for the first 

valid mark. 

b. In the Description column, enter a description of the mark that can be viewed when 

entering marks for assignments and report card grades. 

c. In the Points column, enter a number that denotes the value of the mark. For mark 

types that do not have a numeric value, such as comment code, enter a number (in 

descending order) that denotes the order in which the mark should be displayed. 


Grading Setup 

d. Leave the ID column blank because it is only used for imported mark types. 

e. Click Save. 

f. Repeat step a through step e to complete the list of valid marks for this mark type. 

g. In the upper left corner of the Web site banner, click the Return to Mark Types link to 

return to the Mark Types screen. 

Mark Lists Screen 

Edit Mark Types 

Although you cannot delete default mark types, you can modify them to meet your district’s needs. 

You may want to change previously created mark types. 

1. On the Mark Types screen, edit the Name, GUI or List option, as needed. 


3. To edit the list of valid marks, click the View Marks link that is in the same row as the Mark 

Type that you want to edit. 

4. Change the Mark, Description or Points, as needed. 

Note: The marks are sorted in descending order by the number assigned in the 

Points field. 


The edited mark type displays in the list. 

6. Click the Return to Mark Types link to return to the Mark Types screen. 


Grading Setup 

Delete Mark Types 

Mark types that are attached to assignments cannot be deleted. Additionally, mark types denoted 

by an asterisk (*) have been imported into GradeBook from the student information system and 

cannot be deleted. 

1. On the Mark Types screen in the Del? column, click the check box next to the mark type 

you want to delete. 


Del? Column on the Mark Types Screen 

Grading Scales 

The GradeBook system manager or curriculum director must set up the grading scales used in 

your school district. A default grading scale is set up in GradeBook, but you can add as many 

grading scales as desired and then customize them to meet district standards. It is recommended 

to be descriptive as possible when creating the grading scale name and description, since 

teachers can view them on the Grading Scales Setup screen. Grading scales allow teachers to: 

• Select the desired grading scale to use. 

• Use different grading scales for different classes. 

• Use different grading scales within a class, for example, assign different scales to 

different students. 

• Maintain averages for multiple assessments for an individual student within a class that 

follows standards-based education practices. 

It is imperative to set up grading scales correctly, so the appropriate marks display when teachers 

enter marks for assignments and report cards. The average calculations used in grading scales 

are very complex and involve converting percentages to letter grades, letter grades to points and 

points back to letter grades. When using percent and point ranges in a grading scale, make sure 

to use two decimal places to prevent gaps. For example, a range ending at 89% and the next 

range beginning at 90% creates a gap in a calculation of 89.65%. To eliminate this gap, the range 

should end at 89.99%, and the next range should begin at 90.00%. 


Grading Setup 

Keep in mind the following recommendations before adding a grading scale: 

• If your district calculates averages using two decimal places, then percent ranges and 

point ranges must also use two decimal places. If GradeBook is set up to round to more 

than two decimal places, then the grading scale must include at least the same number of 

decimal places. 

• Verify that percent and point ranges do not have gaps. It is possible for a student’s 

average to fall within the gap, and when that happens, GradeBook cannot assign the 

appropriate grade. 

• Verify that percent ranges do not overlap. When a student’s grade falls within the overlap, 

the system cannot assign the appropriate grade. 

• Verify that percent ranges are not duplicated. When a student has duplicate grades, the 

system cannot assign the appropriate grade. 

• The starting number in a percentage or point range should be lower than the ending 

number in the range. 

• Verify that point ranges are accurate since these ranges are used in translating semester 

and final averages to letter grades. Point ranges should use two decimal places. 

Duplicate point ranges are acceptable but not advised since GradeBook may assign an 

incorrect letter grade. 

• Point values are used in calculating averages to letter grades. For example, a point value 

for an A would be 4. Duplicate point values are acceptable but not advised since 

GradeBook may assign an incorrect letter grade. 

• Recalculate grade books whenever you make a change to a grading scale. 

• Verify that mark types and grading scales correspond. 

Add Grading Scales 

1. On the Administrator Home Page under Grading Setup, click Grading Scales. 

2. On the Grading Scales screen in the Web site banner, click the Add a Scale link. 

3. In the Name field, type the name of the grading scale. 

4. In the Description field, type the description of the grading scale. 

5. In the Seq# column and the first row with an asterisk (*), type 1, which denotes the first 

grading scale range entered. 

6. In the Mark column, if desired, type the letter that corresponds to the first range, for 

example, A. 

7. In the Point Value column, if desired, type in the value that corresponds to the first range, 

for example, 4.00. 

Note: Make sure to include two decimal places in percent and point ranges to 

prevent gaps. It is not necessary to include 0 if it is the second number after the 

decimal point. It is necessary to include the 0 before the decimal point in numbers 

less than 1. See “Grading Scales.” 

8. In the Percentage Range columns in the Starting% column, type the beginning of the 

range and in the Ending% column the end of the range. 


Grading Setup 

9. In the Point Range columns in the Starting Point column, type the beginning of the range 

and in the Ending Point column the end of the range. 


11. To complete all marks and ranges in the grading scale, repeat step 5 through step 10, 

as needed. 

Grading Scales Screen 

Copy Grading Scales 

You can copy an existing grading scale to save time when creating new grading scales. 

1. On the Grading Scales screen in the Scale list, select the grading scale you want to copy. 

2. Click Copy this scale. 

The name of the grading scale displays in the Scale list and Name field with (Copy) 

appended to the name. 

3. Edit the grading scale name and description, as desired. 

4. Make any necessary changes to the grading scale, if applicable. 


Edit Grading Scales 

1. On the Grading Scales screen in the Scale list, select the grading scale you want to edit. 

2. Make the necessary changes. 



Delete Grading Scales 

Grading Setup 

You can delete a row(s) in a grading scale or delete the entire grading scale. On the Grading 

Scales screen, complete one of the following procedures: 

To delete a row(s): 

1. In the Scale list, select the grading scale you want to modify. 

2. On the Grading Scales screen in the Del? column, click in the row(s) you want to delete. 


To delete an entire grading scale: 

1. In the Scale list, select the grading scale you want to delete. 

2. Near the bottom of the screen, click the Delete this scale link. 

3. Click OK to confirm. 

The Confirm Deletion window closes and returns to the Grading Scales screen. 

Confirm Deletion Window for a Grading Scale on the 

Grading Scales Screen 


Grading Setup 



Maintain Staff Accounts 

This chapter defines user roles in GradeBook as well as describes how to create and maintain 

staff accounts. For school districts that are integrated with certain student information systems, 

most staff account records are imported into GradeBook. For staff accounts that are not imported, 

you can create them in GradeBook. 

GradeBook User Roles 

The following user roles are available to assign to GradeBook users. 

• Attendance – Access to student daily and period attendance records in the Absence 

Queue, an attendance export to send records to the student information system, 

attendance reports, homerooms and period/block codes. 

• Cafeteria – Access to update lunch choices and lunch count reports. 

• Clerk – Access to all attendance options that the Attendance role can access as well as 

report cards: view report card and interim grades by student and the Classic and Beta 

ParentAccess user account maintenance and extracts. 

• Curriculum Director – Access to lesson plans, lesson plan reports, academic standards 

maintenance and grading scales. 

• Guidance – Access to student progress reports and viewing student progress on Classic 

or Beta ParentAccess. 

• Master – Access to the GradeBook Administrator Home Page for the entire district with 

edit privileges for all aspects of GradeBook. 

• Principal – Access to all clerical options that the Attendance and Clerical roles can 

access as well as Classic ParentAccess reports, eligibility reports and student progress 

reports. This role can also view student progress on Classic and Beta ParentAccess, as 

well as teacher grade book information, including Grade Book Grid, 5 Day Planner, 

lesson plan and class progress reports. 

• School Administrator – Access to the GradeBook Administrator Home Page for one or 

more school buildings to which they are assigned with edit privileges for codes, 

calendars, staff, reporting periods, courses, classes, academic standards and possibly 

report cards. 

• Teacher – Access to GradeBook’s grade book features and Special Services (if it is 

enabled) for the classes and students to which they are assigned. 

• School Support – Access to homerooms, classes, students and staff in the school 

buildings to which they are assigned, as well as all Principal role functionality and limited 

Classic and Beta ParentAccess administration. 

The following are Classic ParentAccess roles that can also be assigned to GradeBook users in 

addition to the previous GradeBook roles: 

• District Web Author – Maintains school district’s Web Site content. 

• School Web Author – Maintains school building’s Web Site content. 



Search for Staff 

You can search for any staff member account in GradeBook. It is recommended to enter as much 

search criteria as possible to narrow the results returned. 

1. On the Administrator Home Page under Annual Setup, click Staff. 

2. In the School list, select the appropriate school. 

3. Perform any of the following optional steps: 

• In the Staff ID field, type the staff member’s identification number. 

• In the Last Name field, type the last name or partial last name of the staff member 

for whom you are searching. 

• In the User ID field, type the staff member’s GradeBook user identification number. 

4. Click Go. 

Staff Screen 

Add Staff 

For staff accounts that did not import from your student information system, it may be necessary 

to add them in GradeBook. 


2. On the Staff screen in the Web site banner, click Add Staff. 

Add Staff Link on the Staff Screen 

3. On the Add Staff window in the Last Name field, enter the staff member’s last name. 

4. In the First Name field, enter the staff member’s first name. 

5. In the Middle Name field, enter the staff member’s middle name, if applicable. 

6. In the Staff ID field, enter the staff member’s identification number. 

This ID should follow the district’s coding procedure from the student information system. 

7. In the Primary School list, select the building where the staff member primarily works. 



Note: Homeroom refers to the homeroom assigned to a teacher in the student 

information system and is not an option for nonteaching staff accounts. 

8. In the System Role list, select the appropriate role. For a description of each role, see 

“GradeBook User Roles.” 

• Attendance 

• Cafeteria 

• Clerk 

• Curriculum Director 

• Guidance 

• Master 

• Principal 

• School Administrator 

• Teacher 

• School Support 

9. In the Parent Access Security area, select the check box for appropriate option. 

• School Web Author 

• District Web Author 

Note: If it is necessary to disable the staff member’s GradeBook user account, 

select the Account Disabled? option. The staff member’s information is 

maintained in GradeBook; however, they cannot access the system. 


Main Tab on the Add Staff Window 

11. Click Assign User. 

12. On the Assign User window, in the Assign column, click the plus sign in the row of the 

user name to which you want to link the account. 



The Assign User window closes. 

Assign User Link on the Update Staff Window 

Note: If the user name does not appear on the Assign User window, the user 

needs to be added into CentralAdmin. Contact your CentralAdmin administrator to 

add the user. 

Note: For support personnel who support multiple school districts on the same 

server, you can click Add to all districts near the bottom of the window to assign 

the staff member with a Master role to all the school districts at once. 

Note: If the staff member that has been added has a nonteaching role, then the 

Schools tab displays. For a staff member with a teacher role, the Schools tab 

displays only if the user is granted a Classic ParentAccess Web Author role as 

well. 

13. Click the Schools tab. 

14. Next to the schools to which the staff member should have access, select the check 

boxes. 

Note: To select all the schools on the tab, click Select all Schools. To deselect all 

the schools, click Remove all Schools. 



Assign Schools on the Schools tab on the 

Update Staff Window 


16. Close the Add Staff window. 

17. Continue to add staff records, as needed. 

Assign a Staff Account in GradeBook to a CentralAdmin User 

If you have not already assigned the staff account in GradeBook to a user in CentralAdmin, the 

staff member cannot log in to GradeBook. 

1. On the Update Staff window, click Assign User. 

2. On the Assign User window, in the Assign column, click the plus sign in the row of the 

user name to which you want to link the account. 

Note: If the user name does not appear on the Assign User window, the user 

needs to be added into CentralAdmin. Contact your CentralAdmin administrator to 

add the user. 

The Assign User window closes. 

3. Close the Update Staff window. 



Link a User Account in GradeBook 

Unlink a Staff Account in GradeBook from a CentralAdmin User 

1. On the Update Staff window, click Remove User Link. 

2. On the Remove staff-user link message, click Ok. 


Note: The staff account in GradeBook is unlinked from the CentralAdmin user. 

Unlink a User Account in GradeBook 



Update Staff 

1. On the Staff screen, search for the staff member whose information you want to update. 

(See “Search for Staff.” ) 

2. In the row of that staff member, click . 

The Update Staff window opens. 

3. On the Update Staff window, you can perform any of the following tasks: 

• In the fields, modify the information, as needed. 

• Edit a user account in GradeBook (See “Edit a Staff Account in GradeBook.” ) 

Note: In order to edit a user account in GradeBook, you must have the proper 

administrative rights in CentralAdmin for the Edit User link to appear on the 

Update Staff window. 

• Assign a staff account in GradeBook to a CentralAdmin user (See “Assign a Staff 

Account in GradeBook to a CentralAdmin User.” ) 

• Remove a user link in GradeBook from a CentralAdmin user (See “Unlink a Staff 

Account in GradeBook from a CentralAdmin User.” ) 

• Reset a password for a ProgressBook Authenticated user (See “Reset a Password 

for a ProgressBook Authenticated User.” ) 

Note: In order to reset a password in GradeBook, you must have the proper 

administrative rights in CentralAdmin for the Reset Password link to appear on the 


• Modify Classic ParentAccess Web Author access 

• Transfer staff member’s activity (See “Reset a Password for a ProgressBook 

Authenticated User.” ) 

• Delete staff members (See “Delete Staff.” ) 

Note: If the staff member you want to delete has a master role and has been 

assigned access to multiple school buildings, you can click Delete from all districts 

near the bottom of the window to delete the staff member from all the school 

districts at once. 



Edit Staff Icon on the Staff Screen 



Note: To view the changes, refresh the Staff screen. 

Edit a Staff Account in GradeBook 

Note: In order to edit a staff account in GradeBook, you must have the proper 

administrative rights in CentralAdmin for the Edit User link to appear on the 


1. On the Update Staff window, click Edit User. 

2. On the Central Edit Account - “Name of User” screen, enter your changes. 

Note: See ProgressBook CentralAdmin User Guide for more information. 


4. On the Confirm window, click Yes. 

The Update Staff window displays in GradeBook. 




Edit a Staff Account in GradeBook 

Reset a Password for a ProgressBook Authenticated User 

Note: In order to reset an authenticated ProgressBook user’s password in 

GradeBook, you must have the proper administrative rights in CentralAdmin for 

the Reset Password link to appear on the Update Staff window. 

1. On the Update Staff window, click Reset Password. 

2. On Central’s Reset Password screen, in the New Password field, enter the new password. 

3. In the Confirm New Password field, re-enter the new password. 

4. For the Force Password Change option, select one of the following: 

• Yes - Requires the user to change his/her password after login 



• No - Does not require the user to change his/her password after login 

Note: See “ProgressBook CentralAdmin User Guide” for more information. 

5. Click Reset Password. 

The Update Staff window displays in GradeBook. 


Reset a Password 

Transfer Staff Activity 

You can transfer classes, lesson plan banks, assignment banks, homework banks and 

SpecialServices banks that are associated with one staff record to another staff record. 

Transferring changes ownership of activities to the new staff record. Once the transfer is 

complete, the activities are no longer associated with the original staff record. 

To delete a staff record that has classes and associated activities, you must transfer the activities 

to another staff record first before you delete them. “Warning: Delete requires transfer” displays 

on the Update Staff window for a staff record if there are activities in use that must be transferred. 

GradeBook checks staff records for the following associated activities: 

• Classes 

• Assignments 

• Assignment types 

• Homework 

• Lesson plans 

• Classic and Beta ParentAccess home pages 

• Special Services banks 

• Special Services forms 



Staff member records with associated SpecialServices forms can be deleted in GradeBook, and 

staff member records with associated SpecialServices user banks can also be deleted without first 

transferring bank information. The user’s name, date and time are stored in the 

SpSStudentFinalizedGroupAudit and StudentFormAudit tables even after a staff record has been 

deleted. 

If your school district is integrated with a student information system, it is recommended to transfer 

activities in GradeBook before making schedule changes in the student information system. 


2. On the Staff screen, search for the staff member in which you want to transfer activities. 

See “Search for Staff.” 

3. In the row of the staff member in which you want to transfer activities, click . 

4. On the Update Staff window, click the Transfer Activity link. 

5. On the Transfer Staff Activity window in the School list, select the school where the staff 

member to whom you are transferring information is located. 

6. In the Staff list, select the staff member to whom you are transferring information. 

In the Select activity to transfer area, the activity and the number of instances of each type 

of activity that is associated with the staff member is highlighted. 

7. Under the Select activity to transfer area, select the check boxes of the types of activities 

to transfer. 

8. Click Transfer. 

The message “Transfer of staff activity complete” displays when the transfer of information 

is complete. 

Transfer Staff Activity Window 



9. Close the Transfer Staff Activity window. 

10. On the Update Staff window, proceed to delete the staff member, if necessary. 

Delete Staff 

Before you delete a staff record, you should transfer any associated activities to another staff 

record first. “Warning: Delete requires transfer” displays on the Update Staff window for a staff 

record if there is information in use that must be transferred. GradeBook checks staff records for 

the following associated information: 

• Classes 

• Assignments 

• Assignment types 

• Lesson plans 

• Homework 

• Classic and Beta ParentAccess home pages 

• Special Services banks 

• Special Services forms 

Staff member records with associated SpecialServices forms can be deleted in GradeBook, and 

staff member records with associated SpecialServices user banks can also be deleted without first 

transferring bank information. The user’s name, date and time are stored in the 

SpSStudentFinalizedGroupAudit and StudentFormAudit tables even after a staff record has been 

deleted. 




2. On the Staff screen, search for the staff member you want to delete. See “Search for 

Staff.” 

3. In the row of that staff member you want to delete, click . 

4. On the Update Staff window, click the X Delete link. 

If there is information such as lesson plans or assignments in use by the staff member, the 

following message displays, "This staff member can not be deleted for the following 

reasons: Assigned to XX classes, XX assignments in use, XX assignment types in use, 

XX lesson plans in use." 

5. To close the message window, click OK, and then proceed to transfer the staff activity. 

6. If you do not want to transfer activity, click the X Delete link. 

The message, “User has been deleted” displays. 

Delete Confirmation Message on the Update Staff 

Window 

Note: For support personnel who support multiple school districts on the same 

server, you can click Delete from all districts near the bottom of the window to 

delete the staff member with a Master role from all districts at once. 

Note: To view the changes, refresh the Staff screen. 



Help a Teacher 

Users with master, school administrator and school support privileges can access any teacher’s 

grade book to help them as needed. When you help a teacher in this manner, you cannot do 

certain tasks for the teacher because they are associated with the login that created them. For 

example, do not group classes together, edit the class list or create assignment types for the 

teacher because these will be associated with your account and not the teacher’s account. 

You can assist a teacher with running Report Builder reports from the Teacher Home Page and 

Class Dashboard. The Run as list includes the user helping the teacher as well as the user being 

helped. On the Teacher Home Page, the default option in the list is the current user. On the Class 

Dashboard, the default option in the list is the primary teacher of the class. If there is no primary 

teacher for the class, the first additional teacher displays in the list. Once you have selected the 

teacher to help in the Run as list, the reports to which the teacher has access display in the list of 

reports. 


2. On the Staff screen, search for the teacher whom you want to help. 

a. In the School list, select the appropriate school, and then click Go. 

A list of all the staff members in the entire school displays if you do not enter any 

information in the Staff ID, Last Name or User ID fields. 

b. To narrow the search results, perform any of the following optional steps: 

• In the Staff ID field, type the teacher's identification number. 

• In the Last Name field, type the full or partial last name of the teacher for whom 

you are searching. 

• In the User ID field, type the teacher’s GradeBook user ID. 

A list of staff members displays matching the search criteria entered. 

3. In the Help column, click the check box of the staff member you want to help. 

Note: It is not recommended to help more than one teacher at a time. If you do, 

you will be in both of the teachers’ grade books simultaneously. Make sure to exit 

the current teacher’s grade book before helping another teacher. If you forget the 

teacher you are helping, log out of GradeBook and log back in. 

Help Column on the Staff Screen 


5. At the top of the screen, click the Grade Book link. 

The teacher’s classes display on the Teacher Home Page. 



Grade Book Link on the Web Site Banner 

6. Proceed to help the teacher, as needed. 

a. To run Report Builder reports, in the Run as list, select the teacher whom you want to 

help. 

The reports to which the teacher has access display in the list of reports. 

b. Select the appropriate report, and then click Run. 

Select a Report List on the Teacher 

Home Page 

7. To exit the teacher’s grade book, at the top of the screen, click the Home link. 

8. On the Administrator Home Page, click Staff. 

9. Search for the teacher you were helping. 

10. In the Help column, deselect the check box of that staff member, so you are no longer 

logged into their account. 


Deselect the Help Column on the Staff Screen 





Maintain District 

This chapter describes how to enter and maintain your district information in GradeBook, so 

homerooms, courses, classes and scheduling are set up properly. If you are integrated with a 

student information system, most scheduling is done in that system and imported into GradeBook. 

However, there may be cases where you want to create additional courses and classes directly in 

GradeBook. In addition, there are additional settings within GradeBook that you may wish to 

adjust on imported classes, such as marking study halls as nongraded classes. 

Add Rooms 

Rooms are used in setting up homerooms and classes. 

If your school district is integrated with a student information system, rooms are imported into 

GradeBook from that system. If changes are necessary, you should make them in the student 

information system. 

If your school district is not integrated with a student information system, you must set up room 

lists for each school during the initial GradeBook setup. 

1. On the Administrator Home Page under District Setup, select Rooms. 

2. On the Rooms screen in the School list, select the appropriate school building. 

3. In the Room column, click in an empty field, and enter the room name or number. 

4. In the Description field, enter a brief description of the room. 

Note: The maximum amount of characters is 50 for the Description field. 


6. To continue adding rooms, repeat step 2 through step 5. 

Rooms Screen 



Delete Rooms 

If your school district is integrated with a student information system, rooms are imported into 

GradeBook from that system. Any changes to rooms should be made in the student information 

system. 

If your school district is not integrated with a student information system, you can make changes 

to rooms, as needed. 

You cannot delete a room if it is associated with a class or homeroom. You must first change the 

room references in the class or homeroom before you are able to delete the room in GradeBook. 

1. On the Administrator Home Page under Grading Setup, click Rooms. 

2. On the Rooms screen in the School list, select the appropriate school building. 

3. In the Del? column, click the check box of the room you want to delete. 


The room is deleted and does not display on the Rooms screen. 

Note: If you try to delete a room that is being used in a class or homeroom, the 

following error displays, “Errors occurred during the save.” 

Set Up Homerooms 

For schools that are not integrated with a student information system, you can set up homerooms 

as needed and schedule the teachers and students accordingly. 

1. On the Administrator Home Page under Annual Setup, click Homerooms. 

2. On the HomeRooms screen in the School list, select the appropriate school building. 

3. On the HomeRooms screen, click the Add Homerooms link. 

Add Homerooms Link on the HomeRooms Screen 

4. On the Room Search window in the Select column, click the check box(es) next to the 

homeroom(s) you want to add. 

5. Click Add the selected rooms. 



Room Search Window 

6. Close the Room Search window. 

The selected homeroom(s) display on the Homerooms screen. 

Add Teachers to Homerooms 

1. On the HomeRooms screen in the Add Teachers column, click the Add link for the 

homeroom to which you want to add a teacher. 

2. On the Staff Search window in the Last Name field, enter the full or partial last name of 

the teacher for whom you are searching. 

3. Click Go. 

A list of teachers that matches the search criteria entered displays. 

4. In the Select column, click the check box for the teacher(s) you want to add. 



. 

Staff Search Window 


6. Close the Staff Search window. 

The teacher(s) you added displays in the Teachers column. 

Note: Homerooms are used for daily attendance and lunch count purposes. They 

do not display in the class list on the Teacher Home Page but can be selected 

when in the Daily Attendance and Lunch Count screens. 

Teacher Column on the HomeRooms Screen 

Remove Teachers from Homerooms 

1. On the HomeRooms screen in the Teachers column, click the Remove link for the 

homeroom from which you want to remove a teacher. 

2. Click OK on the Confirmation window. 

The teacher is removed from the homeroom and does not display in the Teachers column. 


Add Students to Homeroom Roster 


1. On the HomeRooms screen in the View Students column, click the View link for the 

homeroom to which you want to add students. 

2. On the Homeroom Roster screen, click the Add Students link. 

3. On the Students Search screen, search for the student(s) whom you want to add to the 

homeroom roster. 

a. In the School list, select the appropriate school building. 

b. Click Go. 

A list of all the students in the entire school displays if you do not enter any 

information in the Grade, HR or Last Name fields. 

c. To narrow the search results, perform any of the following optional steps: 

• In the Grade list, select the appropriate grade level. 

• In the HR list, select the appropriate homeroom. 

• In the Last Name field, type the full or partial last name of the student for whom 


A list of students that matches the search criteria entered displays. 

4. In the Select column, click the check box next to the student(s) you want to add to the 

homeroom roster. 

Note: You can click Select All to select all the students in the list. 

Student Search Window 

5. Click Add the selected students to the roster. 



6. Close the Students Search screen. 

The students added display on the Homeroom Roster screen. 

7. On the Homeroom Roster screen in the Web site banner, click the Back to the 

Homeroom List link to return to the HomeRooms screen. 

Remove Students from Homeroom Roster 

1. On the Homerooms screen in the View Students column, click the View link for the 

homeroom from which you want to remove students. 

2. On the Homeroom Roster screen in the Remove? column, click the check box for the 

student(s) whom you want to remove from the homeroom roster. 

Remove? Column on the Homeroom Roster Screen 

3. Click Remove the selected students from the homeroom. 

The students are removed from the homeroom roster and do not display on the Homeroom 

Roster screen. 

4. On the Homeroom Roster screen in the Web site banner, click the Back to the 

Homeroom List link to return to the HomeRooms screen. 

Set Required Homerooms for Daily Attendance 

Attendance personnel can designate the homerooms and/or classes in which daily attendance 

should be taken. This ensures that teachers only take daily or homeroom attendance in the proper 

class. 

1. On the Administrator Home Page, click the Principal link in the banner at the top of the 

screen. 

2. On the Principal Home Page under Attendance, click Set Required Homerooms For 

Homeroom Attendance. 

3. On the Set Up Required Homerooms screen, search for the homeroom in which daily 

attendance should be taken. 




b. Click Search. 

A list of all the homerooms in the entire school displays if you do not enter any 

information in the HR or Last Name fields. 


• In the HR field, type the full or partial name of the class. 

• In the Last Name field, type the full or partial last name of the teacher assigned 

to the homeroom. 

d. To designate how the list of results should be sorted, in the Sort By list, select one of 

the following options: 

• Homeroom 

• Last Name 

• Period 

4. All homerooms and classes are selected by default. You may want to click Deselect All 

to clear all the selected classes, and then in the Select column, click the check box for the 

specific class in which homeroom attendance should be taken. 


Set Up Required Homerooms Screen 



Add Courses 

In GradeBook, courses are broad subject areas for which classes are taught, such as Language 

Arts or Biology. All classes are associated with a course, so you must set up courses before you 

can create classes. It may be necessary to create courses and/or classes for some teachers, even 

if your school district is integrated with a student information system. For example, you may create 

unique classes for special education teachers with the students they are working with in order to 

give the teacher access to the student progress reports and the ability to create forms in 

SpecialServices. Also, coaches may need classes with their team members in order to monitor 

academic eligibility. 

Generally, if your school district is integrated with a student information system, courses are 

imported into GradeBook from that system. If changes are necessary, you should make them in 

that system. If your school district is not integrated with a student information system or scheduling 

for your building is not done through your student information system, you can add courses as 

needed. 

1. On the Administrator Home Page under Annual Setup, click Courses. 

2. On the Courses screen, click the Add a Course link. 

Add a Course Link on the Courses Screen 

3. On the Add a Course window in the School list, select the school building in which this 

course is taught, if necessary. 

4. In the District Course ID field, enter the unique identification number assigned to the 

course. 


District Course ID is optional. 

5. In the Course Name field, enter a descriptive name. 

6. In the Course Short Name field, enter a shorter name for the course, if desired. 

7. In the Course Abbreviation field, enter an abbreviated name, if desired. 



Add a Course Window 


Course Short Name and Course Abbreviation fields are optional. 

8. If the course is a nongraded course, for example study hall, in the Ungraded? area, click 

the check box. 

9. If you do not want the course to be displayed on Classic or Beta ParentAccess, in the 

Exclude from Parent Access area, click the check box. 

Note: Your school may use a course called Study Habits for report card 

purposes; however, you may not want to display the course on Classic or Beta 

ParentAccess. 

10. If teachers are permitted to update the class roster for these courses, in the Allow Teacher 

Roster Updates area, click the check box. 

Note: If you select this option, the Add Students link displays on the Class Roster 

screen. 

11. If you created this course within GradeBook and you do not want the course deleted during 

rollover, select the option Retain During Rollover?. 

12. In the Course Grade Level(s) area, select all check boxes for the grade levels to which 

the course is assigned. 


14. To continue adding courses, click the Add a New Course link, and repeat step 3 through 

step 13. 



Update Courses 

If your school district is integrated with a student information system, courses are imported into 

GradeBook from that system. Any changes to courses should be made in the student information 

system. If your school district is not integrated with a student information system, you can make 

changes to courses as needed. 


2. On the Courses screen, search for the course that you want to edit. 

a. You must enter information in at least one of the following search fields: 

• In the School list, select the appropriate school building. 

• In the District Course ID field, type the course district identification number. 

• In the Course Name field, type the full name or partial name of the course for 

which you are searching. 

b. In the banner, select the check box for the Courses With No Classes option, if 

desired, to limit search results to only courses that do not have associated classes. 

Note: If you do not select this option, search results include both courses with and 

without associated classes. 

c. Click Go. 

A list of courses matching the search criteria entered displays. If no search results are 

returned, the message “No Matches Found” displays. 

3. Next to the course you want to edit, click . 

Courses Screen 

4. On the Update Course window, you can change the course name, short name, 

abbreviation and grade levels. 

5. You can also change any of the following options: 

• Ungraded – Course does not use marks or grades as in study hall or lunch. 

• Exclude from Parent Access – Prevents the course from appearing on Classic or 

Beta ParentAccess. 

• Allow Teacher Roster Updates – Provides teacher with the ability to add students to 

their class roster for this course only. 

• Retain During Rollover – Prevents the course from being deleted during rollover. 


Note: If you select the Allow Teacher Roster Updates option, the Add Students 

link displays on the Class Roster screen. 


7. Close the Update Course window. 


Update Course Window 

Allow Teachers to Update Course Roster 

You can allow teachers to update course rosters individually by course. 


2. On the Courses screen, search for the course. 






b. To limit search results to only courses that do not have associated classes, in the 

banner, select the check box for the Courses With No Classes option, if desired. 

If you do not select this option, search results include both courses with and without 

associated classes. 

c. Click Go. 


returned, the message “No Matches Found” displays. 

3. In the row of the course you want to allow teachers to add students to their rosters, click 

. 



Edit Course Icon on the Courses Screen 

4. On the Update Course window, select the check box to Allow Teacher Roster Updates? 

option. 


6. Close the Update Course window. 

Allow Teacher Roster Updates? Option on the 

Update Courses Window 

Note: The Add Students link displays on the Class Roster screen for any classes 

associated with this course. 

Delete Courses 

You can delete a course only if it does not have classes associated with it. 


2. On the Courses screen, search for the course that you want to delete. 








b. To limit search results to only courses that do not have associated classes, in the 

banner, select the check box for the Courses With No Classes option, if desired. 

If you do not select this option, search results include both courses with and without 

associated classes. 

c. Click Go. 


returned, the message “No Matches Found” displays. If courses that do not have 

associated classes are returned, check boxes do not display in the Del? column, and 

a hover tip describes why the course cannot be deleted. The Save button does not 

display on the screen if only courses that cannot be deleted display. 

3. In the Del? column, select the check box for the course you want to delete. 


5. Click Yes to confirm the deletion. 

Note: To delete all the courses in the list at once, select the check box in the Del? 

column header row. 

Note: Deleting a course that is associated with a standards-based report card 

also deletes it from the report card. The report card does not need to be 

recompiled because the course was deleted. 

Hover Tip in the Del? Column on the Courses Screen 

Add Classes 

Classes are associated with courses, so courses must be set up prior to adding classes. 

If your school district is integrated with a student information system, classes are imported into 

GradeBook from that system. If changes are necessary, you should make them in that system. If 

your school district is not integrated with a student information system, you can add classes as 

needed. 

It may be necessary to create classes for some teachers, even if your school district is integrated 

with a student information system. For example, you may create unique classes for special 

education teachers with the students they are working with in order to give the teacher access to 

the student progress reports and the ability to create forms in SpecialServices. Also, coaches may 



need classes created with their team members in order to monitor academic eligibility. 

1. On the Administrator Home Page under Annual Setup, click Classes. 

2. On the Classes screen, click the Add a Class link. 

Add a Class Link on the Classes Screen 

3. On the Add a Class window, click the Pick a Course link. 

Pick a Course Link on the Add a Class Window 

4. On the Course Lookup window in the Grade Level list, select the appropriate grade level. 

Course Lookup Window 

5. Select the Course Name to which the class should be associated. 

6. On the Add a Class window in the School list, select the appropriate school building 

where the class is held. 

7. In the Section field, enter a unique section number for the class, for example, the 

teacher's last name. 

8. In the District Class ID field, enter a unique district class identification number for the 

class. 

Note: If your school district is not integrated with a student information system, 

the Section and District Class ID fields are optional. A unique class ID number will 


e created by the system if you do not specify one; however, the section field will 

remain blank if you do not enter one. 



The Staff, Rpt Periods and Roster tabs display. 

10. Proceed to perform the following tasks: 

• Add staff to this class. See “Add Staff to Classes.” 

• Schedule this class. See “Update Classes.” See “Schedule Classes.” 

• Add students to this class. See “Add Students to Classes.” See “Delete Rooms.” 

See “Add Students to Classes.” 

Main Tab on Update Class Window 

Add Staff to Classes 

If your school district is integrated with a student information system, classes with teachers are 


that system. Even if your school district is integrated with a student information system, it may be 

necessary at times to add or modify the staff members who have access to a class. For example, 

special education teachers or substitutes may need access to classes primarily taught by another 

teacher. You must assign a staff member to a class, so it appears in the teacher’s grade book. 

If your school district is not integrated with a student information system, you can add staff as 

needed. 

1. On the Update Class window, click the Staff tab. 

2. On the Staff tab at the bottom of the window, click the Add Staff Members link. 

The Staff Search window displays. 

3. On the Staff Search window, search for the staff member whom you want to add to the 

class. 


b. In the Last Name field, type the full or partial last name of the staff member for 

whom you are searching. 

c. Click Go. 

A list of staff members displays that matches the search criteria entered. 

4. In the Select column, click the check box of the staff member you want to add to this class. 



Select the Staff Member on the Staff Search Window 

Note: You can click Select All to select all the teachers in the list. Click De-Select 

All to clear all the check boxes. 


6. Close the Staff Search window. 

7. On the Update Class window in the Role list, select one of the following options: 

• Primary – Main teacher assigned to this class. 

• Additional – Able to perform the same tasks as the primary teacher. 

• Substitute – Able to perform the same tasks as the Additional role except for creating 

recurring assignments, setting up grade book access and updating the class roster. 

Note: GradeBook grants access to the grade book for a calendar year. You may 

select a different time period, as needed. 

8. In the Start field, click to select the date to begin access to your grade book, or in the 

Start field, type the date. 

9. In the End field, click to select the date to begin access to your grade book, or in the 

End field, type the date. 




Staff Tab on the Update Class Window 

11. To add additional staff members, repeat step 2 through step 10, if necessary. 


• Schedule this class. 

• Add students to this class. See “Add Students to Classes.” See “Add Students to 

Classes.” See “Add Students to Classes.” 

Schedule Classes 

To schedule a class, you will add the appropriate reporting periods in which the class meets and 

then select the appropriate cycle days and periods/blocks. You must set up the schedule for a 

class, so the teacher is able to add assignments to the grade book. Also, by selecting the days 

the class meets in each reporting period, recurring assignments will only occur on valid meeting 

days. 

If your school district is integrated with a student information system, reporting periods are 


that system. If your school district is not integrated with a student information system, you can add 

reporting periods, as needed. 

1. On the Update Class window, click the Rpt Periods tab. 

2. On the Rprt Periods tab, click the Add Reporting Periods link. 

3. On the Reporting Period Search window, click the check box next to each reporting period 

in which the class is taught. 




The selected reporting periods display. 

Reporting Period Search Window 

Rpt Periods Tab on the Update Class Window 

5. In the Meeting Times column, click the Edit link for the reporting period in which you want 

to schedule the class. 

6. Select or deselect the appropriate cycle day and appropriate period/block in which the 

class meets. 



Select Block and Cycle Days on the Update Class Window 

Note: You can click Apply these settings to all periods to apply the cycle day and 

period/block combinations to all the reporting periods at once, if desired. 


8. Close the Cycle Days and Period/Block window. 

9. In the Room list, select the appropriate room in which this class meets for each reporting 

period. 


Meeting Times Column on the Rpt Periods tab on the Update 

Class Window 




• Add staff to this class. See “Add Staff to Classes.” 

• Add students to this class. 

Add Students to Classes 

You must add a student to a class in order for the student to display on the class roster in a 

teacher's grade book. 

If your school district is integrated with a student information system, students are imported into 

GradeBook from that system. If changes are necessary, you should make them in that system. If 

your school district is not integrated with a student information system, you can add students as 

needed. 

1. On the Update Class window, select the Roster tab. 

2. On the Roster tab, click the Add Students link. 

Add Students Link on the Roster Tab on the Update Class 

Window 

3. On the Student Search window, search for the student you want to add. 


b. Click Go. 


information in the Grade, HR or Last Name fields. 


• In the Grade list, select the appropriate grade. 

• In the HR list, select the appropriate homeroom. 

• In the Last Name field, type the full or partial last name of the student for whom 


4. In the Select column, click the check box for the student(s) you want to add. 


Note: You can click Select All to select all the students in the list. Click De-Select 

All to clear all the check boxes. 

5. Click Add the selected students to the roster. 


6. Close the Student Search window. 

7. Close the Update Class window. 

Student Search Window 

Update Classes 


GradeBook from that system. If changes are necessary, you should make them in the student 

information system. If your school district is not integrated with a student information system, you 

can make changes to classes, as needed. 


2. On the Classes screen, search for the class that you want to update. 



• In the Teacher Last Name field, type the full or partial last name of the teacher 

associated with the class for which you are searching. 

• In the Course field, type the full or partial name of the course with which the class 

is associated. 

b. To limit search results to only classes that do not have students enrolled in the 

banner, Select the Classes With No Students option check box, if desired. 

If you do not select this option, search results include both classes with and without 

students enrolled. 



c. Click Go. 

A list of classes displays matching the search criteria entered. If no search results are 

returned, the message "No Matches Found" displays. 

3. Next to the class you want to edit, click . 

Edit Class Icon on the Classes Screen 

4. On the Update Class screen, you can perform any of the following options: 

• Update the main class information. 

• Edit the section name. 

• To delete the class, click the Delete link, and then on the Confirmation window, 

click OK. 

Delete Link on the Main Tab on Update Class Window 

Note: If you try to delete a class that is being used by the district, the following 

error displays, “The data can not be deleted at this time.” 



• Modify staff access to the class. See “Add Staff to Classes.” 

• Change a teacher's role. 

• Change the start or end dates for access to the class. 

• To remove a staff member, in the Del? column, click the check box for the staff 

member you wish to remove, and then click Update. 

• Add new staff to the class. 

Role Column on the Staff Tab on the Update Class 

Window 

• Modify class schedule. 

• Add reporting periods. 

• Change the meeting days, if necessary, to reflect the days on which the class 

meets for each reporting period. 

• Assign the room in which the class meets for each reporting period. 

• Delete reporting periods. 

• Modify students in the class. 

• Add students to a class roster. 

• Delete students from a class roster. 




Modify Class Schedule 

If your school district is integrated with a student information system, class scheduling should be 

modified in that system. If your school district is not integrated with a student information system, 

proceed to delete reporting periods from classes by performing the following procedure. 

If reporting periods are deleted from a class in the student information system but remain in 

GradeBook and cannot be deleted on the Update Class window, there may be grades or other 

data associated with them in GradeBook. It may be necessary to make the changes directly in the 

database tables. If you are not familiar with working with the database tables, contact your 

appropriate GradeBook support channel for further assistance. 


2. On the Classes screen, search for the class for which you want to modify the schedule. 


b. Click Go. 

A list of all the classes in the entire school displays if you do not enter any information 

in the Teacher Last Name or Course fields. 


• In the Teacher Last Name field, type the teacher's full or partial last name. 

• In the Course field, type the course name. 

A list of classes that matches your search criteria displays. 

3. Next to the class in which you want to change the schedule, click . 

4. On the Update Class window, click the Rpt Periods tab. 

5. To modify the class schedule, you can perform any of the following options: 

• Modify the class meetings times: 

a. In the Meeting Times column, click the Edit link next to the cycle day - 

period/block combination you want to modify. 

b. Select or deselect the appropriate cycle day and the appropriate block in which 

the class meets. 



Modify the Block and Cycle Days on the Update Class Window 

Note: You can click Apply these settings to all periods to apply the cycle day and 

period/block combinations to all the reporting periods at once, if desired. 

c. Click Save. 

d. Close the Cycle Days and Period/Block window. 

• To change the room in which the class meets in the Room list, select a different 

room. 

• To remove the reporting period from the class schedule in the Del? column, click the 

check box of the reporting period(s) you want to remove from the class schedule. 

Room Column on the Rpt Periods Tab on the Update Class 

Window 





Delete Students from Class Roster 

Deleting a student from a class will remove them from the teacher's class roster. Deleting a 

student from this screen will not display a red W in the teacher's class list. Also, if data exists in 

the class for the student being removed, they cannot be deleted from the class roster. 


GradeBook from that system. Any changes to classes should be made in the student information 


changes to classes, as needed. 


2. On the Classes screen, search for the class that includes the student you want to remove. 



• In the Teacher Last Name field, type the teacher’s full or partial last name of the 

teacher associated with the class for which you are searching. 

• In the Course field, type the full or partial course name with which the class is 

associated. 

b. Click Go. 

3. Next to the class that includes the student you want to remove, click . 

4. On the Update Class window, click the Roster tab. 

5. In the Del? column, click the check box next to the student(s) you want to remove. 

Del? Column on the Roster Tab on the Update Class Window 



6. Click the Delete the selected students from the roster link. 

The student(s) are deleted and no longer display on the Roster tab. 

Note: To quickly remove all students in the class, click Select All, and then click 

the Delete the selected students from the roster link to remove the selected 

students from the roster. 

Delete Classes 

You can delete a class only if there is no grade book activity, such as assignments and lesson 

plans, etc., associated with it. 

1. On the Administrator Home Page under Grading Setup, click Classes. 

2. On the Classes screen, search for the class that you want to delete. 



• In the Teacher Last Name field, type the full or partial name of the teacher 

associated with the class for which you are searching. 

• In the Course field, type the full or partial course name with which the class is 

associated. 

b. To limit search results to only classes that do not have students enrolled, select 

check box for the Classes With No Students option in the banner, if desired. 

If you do not select this option, search results include both classes with and without 

students enrolled. 

c. Click Go. 

A list of classes displays matching the search criteria entered. If no search results are 

returned, the message “No Matches Found” displays. If classes that do not have 

grade book activity are returned, check boxes do not display in the Del? column, and 

a hover tip describes why the class cannot be deleted. The Save button does not 

display on the screen if only classes that cannot be deleted display. 

3. In the Del? column, select the check box for the class you want to delete. 


5. To confirm the deletion, click Yes. 

Note: To delete all the classes in the list at once, select the check box in the Del? 

column header row. 

Hover Tip in the Del? Column on the Classes Screen 



Update Lunch Choices 

Lunch choices are general categories that do not change through the year. These categories may 

vary by building, depending on what counts are required to be reported. Lunch choices can be 

updated by each building by users with Principal or Clerical roles. 

1. On the Administrator Home Page under District Setup, click Lunches. 

2. On the Lunch Choices screen in the School list, select the appropriate school building. 

3. You can perform any of the following options: 

• To add a new lunch item, in the Lunch Choice column, type the name of the item on 

the next available row. 

• To edit an existing lunch item, change the lunch item, as needed. 

• To delete an existing lunch item, in the Del? column, click the check box next to the 

item. 


Note: You cannot delete a lunch choice that has a lunch count associated with it. 

Lunch Choices Screen 

Maintain Period/Block Codes 

Period/Block codes represent the periods or blocks that make up a school day and are used in 

period attendance and student scheduling. School districts integrated with a student information 

system must enter this information. You can modify period/block information, as needed. 

1. On the Administrator Home Page under the Named Codes section, click Period/Block 

Codes. 

2. On the Period/Block Codes screen in the Name list, select the appropriate named codes. 

3. You can perform any of the following options: 

• Add codes to the list. 

• To delete codes from the list, in the Del column, click the check box next to the code 

(s) you want to remove from the list, and then click Save. 

• Copy the list to a new list. 


Note: The class that displays on the Period Attendance screen when it is 

accessed from the Teacher Home Page is the class that is meeting based on the 

current time of day and appropriately configured period/block code start times and 

durations. If both the start times and durations are not set up, the first class listed 

on the Teacher Home Page displays by default on the Period Attendance screen 

when it is accessed from the Teacher Home Page. 


Period/Block Codes Screen 





Maintain Students 

This chapter describes the setup and maintenance of student-related named codes and how 

those named codes are used to set up and maintain student information in your GradeBook 

system. 

Student-Related Named Codes 

GradeBook provides a default list of named codes for you to use that remains in the system 

regardless of whether or not your school district is integrated with a student information system. 

Once you have set up the lists for the following named codes, they remain in your system from 

year to year: 

• Admission 

• Withdrawal 

• Student Status 

• Address Types 

• Contact Types 

Depending on the student information system in which your district is integrated, the codes listed 

previously may be imported into GradeBook from that system. If changes are necessary, you 

should make them in that student information system; therefore, it is not recommended to create 

customized named codes lists in GradeBook. 


named codes lists during the initial GradeBook setup. You can use the predefined list provided by 

GradeBook or you can add a customized list to suit your needs. 

Add Admission Codes 

Admission codes represent the student’s location prior to entering the school district. These codes 

display on the Enrollment tab on the Update Student screen. 

1. On the Administrator Home Page under the Named Codes section, click Admission 

Codes. 

2. On the Admission Codes screen in the Name list, select the appropriate named codes 

list. 


4. In the Description column, type the code’s description. 


6. To continue adding codes, perform step 3 through step 5. 



Admission Codes Screen 

Add Withdrawal Codes 

Withdrawal codes represent the reasons a student withdrew from the school district and are used 

in maintaining homeroom absences and attendance totaling. These codes display on the 

Enrollment tab on the Update Student screen. 

1. On the Administrator Home Page under the Named Codes section, click Withdrawal 

Codes. 

2. On the Withdrawal Codes screen in the Name list, select the appropriate named codes 

list. 





Withdrawal Codes Screen 



Add Student Status Codes 

Student status codes describe the state of the student in the school district and are used in 

attendance totaling. These codes display on the Main tab on the Update Student screen. 

If you are integrated with certain information systems, the student status codes are imported as 

part of the student’s record but do not automatically populate on this screen. You must still enter 

student status codes on the Student Status Codes screen. The most commonly used codes are 

Active and Inactive. 

1. On the Administrator Home Page under the Named Codes section, click Student Status 

Codes. 

2. On the Student Status Codes screen in the Name list, select the appropriate named 

codes list. 



5. In the Active column, click the check box to denote that the code reflects an active status 

in the school district. 



Student Status Codes Screen 

Add Address Types Codes 

Address type codes represent the person’s address with whom the student lives and are used in 

student contact information. 

1. On the Administrator Home Page under the Named Codes section, click Address Type 

Codes. 

2. On the Student Address Types screen in the Name list, select the appropriate named 

codes list. 







Student Address Types Screen 

Add Contact Type Codes 

Contact type codes represent the type of contacts available for a student and are used in student 

contact information for attendance purposes. 

1. On the Administrator Home Page under the Named Codes section, click Contact Types. 

2. On the Contact Types Codes screen in the Name list, select the appropriate named codes 

list. 







Contact Type Codes Screen 


You can copy most default named codes lists to create a new list and make modifications to the 

new list, as needed. 

1. On the Administrator Home Page under the Named Codes section, select the appropriate 

named code. 

2. On the Named Code screen in the Name list, select the default named codes list. 

3. In the Copy to new list field, type the name of the copied list. 

4. Click Go. 





a student information system. Depending on the student information system in which your school 

district may be integrated, the named codes may be imported into GradeBook from that system. 

You should make any necessary changes to named codes in the student information system. 


named code. 

2. On the Named Code screen in the Name list, select the appropriate named codes list. 

3. Change the information, as needed. 






district is not integrated with a student information system. Depending on the student information 

system in which your school district may be integrated, the named codes may be imported into 

GradeBook from that system. You should make any necessary changes to named codes in the 


1. On the Administrator Home Page, select the appropriate named code under the Named 

Codes section. 


3. In the Delete column, click the check box next to the code(s) you want to remove from the 

list. 


Add Students 

You must add students to GradeBook if your school district is not integrated with a student 

information system. If your school district is integrated with a student information system, students 

are imported into GradeBook from that system. If changes are necessary, you should make them 

in that system. 

1. On the Administrator Home Page under Annual Setup, click Students. 

2. On the Students screen, click the Add a Student link. 

Add a Student Link on the Students Screen 

3. On the Add a Student window in the Last Name field, enter the student’s last name. 

4. In the First Name field, enter the student’s first name. 

5. In the Middle Name field, enter the student’s middle name. 

6. In the Student ID field, enter the student’s unique identification number using your district’s 

student ID protocol. 

7. From the Student Sex list, select the student’s gender. 

8. In the DOB field, enter the student’s date of birth using the format mm/dd/yyyy. 

9. From the School list, select the student’s school. 

10. From the Homeroom list, select the student’s homeroom, if applicable. 

11. From the Student Grade list, select the student’s grade level. 



12. In the Graduation Date field, enter the student’s graduation date using the format mm/dd/ 

yyyy. 

13. From the Student Calendar list, select the student’s school calendar. 

The school calendar should already be set up. See “Create School Calendars.” 

14. In the Enrollment Status field, enter the student’s enrollment status. 

Note: The Enrollment Status field accepts your district’s valid codes located on 

the Student Status Codes screen. 

15. In the Enrollment Date field, enter the student’s enrollment date in the school using the 

format mm/dd/yyyy. 

Add a Student Window 


The Addresses, Enrollment, Contacts and Schedule tabs display. 


• Add address information. See “Add Addresses to Students.” 

• Add enrollment entry information. See “Add Enrollment Entry to Students.” 

Note: The Contact tab displays contact information imported from the district’s 

student information system. If your district is not integrated with a student 

information system, this screen will display, “No Contacts Found.” 

• The Schedule tab displays the classes in which the student is scheduled. To add 

schedule information, see “Update Classes.” 



Add Contacts to Students 

If your school district is integrated with a student information system, students and contact 

information is imported into GradeBook from that system. Any changes to students or contacts 

should be made in the student information system. 

If your school district is not integrated with a student information system, adding contact 

information to students is not possible at this time. 

Add Addresses to Students 


GradeBook from that system. Any changes to students should be made in the student information 


changes to students, as needed. 

1. On the Update a Student window, click the Addresses tab. 

2. On the Student Addresses window, click the Add Address link. 

Add Address Link on Student Addresses Window 

3. In the Address Type list, select the appropriate address type. 

4. In the Full Name field, type the person’s name whose address type is being entered. 

5. In the Address Line 1, Address Line 2, Address Line 3, Apt. No., City, State and Zip fields, 

enter the appropriate street or mailing address information. 

6. In the Phone Number field, enter the appropriate phone number. 

7. If the student resides at this address, in Student Residence field, click the check box. 

8. If the student’s report card should be sent to this address in the Send Report Card field, 

click the check box. 



Addresses Tab on the Student Addresses Window 


10. To add additional addresses for this student, in the Name/Phone column, click the Add 

Address link, and repeat step 3 through step 9. 


• Add enrollment entry information. See “Add Enrollment Entry to Students.” 

• Add schedule information. See “Update Classes.” 

Add Enrollment Entry to Students 


GradeBook from that system. Any changes to students should be made in the student information 


changes to students, as needed. 

1. On the Update a Student screen, click the Enrollment tab. 

2. On the Student Enrollment window in the Date column, click the Add Enrollment Entry 

link. 

Add Enrollment Entry Link on Student Enrollment 

Window 



3. Next to the Admission Date field, click to select the appropriate date the student was 

enrolled, or in the field, type the date. 

4. From the Admission Code list, select the appropriate admission code. 

5. From the Admission School list, select the appropriate school. 

6. From the Admission Grade list, select the appropriate grade. 

7. In the Withdraw Date field, click to select the date, or in the field, type the date, if 

appropriate. 

8. From the Withdrawal Code list, select the appropriate withdrawal code, if appropriate. 

9. From the Withdrawal School list, select the appropriate school. 

10. From the Withdrawal Grade list, select the appropriate grade. 


Enrollment Tab on the Student Enrollment Window 

12. Close the Student Enrollment window. 

Update Students 

It may be necessary to update student information such as addresses, schedules or enrollment 

status. If your school district is integrated with a student information system, students are imported 

into GradeBook from that system. If changes are necessary, you should make them in the student 

information system. If your school district is not integrated with a student information system, you 

can make changes to students, as needed. 

1. On the Administrator Home Page under Annual Setup, click Students. 

2. On the Students screen, search for the student that you want to edit. 


b. Click Go. 


information in the Gr, HR, Last Name or ID fields. 




• In the Gr list, select the student’s grade level. 

• In the HR list, select the student’s homeroom. 

• In the Last Name field, type the student’s last name. 

• In the ID field, type the student’s ID. 

3. Next to the student you want to edit, click . 

Search Student Records on the Students Screen 

4. On the Update a Student screen on the Main tab, change the student’s information, as 

needed. 


6. Proceed to perform any of the following optional tasks: 

• Add or change address information. See “Add Addresses to Students.” 

• Add or change enrollment information. See “Add Enrollment Entry to Students.” 

Update a Student Window 

Note: To change the student’s schedule, you must edit the class roster. See 

“Update Classes.” 

7. Close the Update a Student window. 



Disable an Individual Student from Classic and Beta ParentAccess 

Districts have the ability to disable a student from Classic and Beta ParentAccess. This ensures 

that if access to student data has been revoked for some reason, the student’s information will not 

display for any account that has access to that student. This is an option on the Students screen. 

1. On the Administrator Home Page, under Annual Setup, click Students. 

2. On the Students screen, search for the student(s) whom you wish to disable from Classic 

and Beta ParentAccess. 

3. In the Disable Parent Access column, select the check box for the appropriate student(s). 

Note: This does not disable the account for GradeBook users, such as teachers, 

guidance counselors or principals. 


Disable Student(s) Classic and Beta ParentAccess Account(s) 


Attendance Setup 

This chapter describes the importance of proper setup of attendance-related areas in your 

GradeBook system for successful attendance totaling and the impact these areas have on the 

appropriate display of attendance totals on report cards. 

To ensure that GradeBook automatically calculates attendance totals correctly and displays them 

appropriately on report cards and interims, it is imperative to properly set up the following named 

codes and report card assessments in your GradeBook system at the start of the school year: 

• Absence Types Codes 

• Absence Totals Codes 

• Attendance Days Codes 

• School Calendars 

• Attendance Assessments on Report Cards 

If your district is integrated with a student information system, it is necessary to complete these 

tasks at the beginning of the school year to enable attendance to be exported to the student 

information system to allow for proper attendance calculation and to enable teachers to enter 

attendance for report cards even if report cards are not printed from GradeBook. 

Setting up the Absence Types and Totals codes mentioned previously is explained in detail in this 

chapter. Setting up Attendance Days codes and School Calendars was covered in detail in 

previous sections. See “Add Attendance Day Codes” and “Create School Calendars.” 

Once you have set up the attendance-related codes required for the attendance calculations, you 

must appropriately set up the attendance assessments, such as Days Absent or Times Tardy, in 

the Report Card Builder in order to display the calculated attendance totals on the report cards, if 

you want to print primary report cards from GradeBook. These procedures are described in detail 

later in this chapter. See “Add Attendance Assessments to Report Cards.” 

Attendance-Related Named Codes 

GradeBook provides a default list of named codes for you to use that remains in the system 

regardless of whether or not your school district is integrated with a student information system. 

Once you have set up the lists for the following named codes, they remain in your system from 

year to year. 

• Absence Types 

• Absence Totals Calculations 

• Absence Reason 

• Attendance Day 

• Attendance Note 



Depending on the student information system in which your district is integrated, some of the 

codes listed previously may be imported into GradeBook from that system. If changes are 

necessary, you should make them in that student information system. Therefore, it is not 

recommended to create customized named codes lists in GradeBook. 


named codes lists during the initial GradeBook setup. You can use the predefined list provided by 

GradeBook, or you can add a customized list to suit your needs. 

Add Absence Types Codes 

Absence type named codes represent the types of absences used in available attendance totaling 

calculations. These codes must be set up before designating Absence Totals codes to ensure that 

attendance totals calculate properly for report cards and interims. 

You can choose to make some absence types codes available only to attendance staff and others 

available to teachers. Absence types codes must be active in your system to enable teachers to 

take daily and period attendance. Of the absence types codes you make available to teachers, 

you must designate at least one code as active, so the codes are available for use on the Daily 

Attendance and Period Attendance screens. The absence type codes designated as Admin Only 

can only be entered by attendance staff, and if they are entered, they will display only on the 

Period Attendance and Seating Chart screens and the Grade Book Grid. Teachers cannot enter 

or overwrite Admin Only codes. 

1. On the Administrator Home Page under the Named Codes section, click Absence Types. 

2. On the Absence Types screen in the Name list, select the appropriate named codes list. 


Note: Do not enter any characters except letters and numbers in the Code 

column. Using special characters on this screen results in an error. 

4. In the Description column, type the description of the code. 

5. In the Value list, select the value that represents the code. 

Note: The value is the number, such as 1 for a full day or 0.5 for a half day, used 

in calculating attendance totals. 

6. In the Type column, select one of the following attendance options: 

• HR – Homeroom attendance 

• PE – Period attendance 

7. In the Active column, click the check box to denote that the code is active in the school 

district. 




Absence Types Codes on the Absence Types Screen 

9. To continue adding codes to the list, perform step 3 through step 8. 

10. You can perform any of the following optional steps: 

• To denote that the code represents an excused absence, in the Excused column, 

click the check box, if appropriate. 

• To make that code available only to GradeBook users with attendance, administrator 

or master privileges, in the Admin Only column, click the check box. 

Note: To make codes available to teachers when they take homeroom and period 

attendance, do not select the check box in the Admin Only column. 

• To delete the code if it is not being used, in the Delete column, click the check box. 

The scenario may occur where an absence type code may be duplicated in a named 

codes list used in another school. If the code is not being used, it can be deleted. 

Add Absence Totals Codes 

Absence totals named codes are used to instruct GradeBook which calculations to use in 

attendance totaling. These calculations in turn use the absence types named codes previously 

defined. You must set up the Absence types named codes before the absence totals codes. The 

absence types codes used in the absence totals attendance calculations are used to display the 

total number of absences on the Report Card Entry screen when attendance is automatically 

calculated. 

If the Absences Types and Absence Totals named codes lists selected on the School Named 

Codes screen do not match, the following message displays at the bottom of the screen, “The 

Absence Types defined in the Absence Totals used for attendance totaling do not match the 

selected Absence Types. This may cause incorrect attendance totaling. Check the following 

Absence Totals calculation(s): lists the affected Absence Types.” 

1. On the Administrator Home Page under the Named Codes section, click Absence Totals. 



2. On the Absence Totals screen in the Name list, select the appropriate named codes list. 

3. In the Use? column, click the check box next to the Available Calculations you want to 

use in attendance totaling. 

Note: If you want to include Days Present in absence totaling on report cards and 

interims, you must also select Days Possible. 

Note: The absence types codes in the Available Calculations column designated 

by an asterisk (*) display on the Report Card Entry screen in the Assessment 

column when attendance is automatically calculated. 


The Edit link displays in the Included Codes column. 

Note: You can select multiple available calculations and then click Save. 

5. In the Included Codes column, click the Edit link for the available calculation you want to 

edit. 

A window displays. 

6. In the Choose a Code List option, select the appropriate named codes list. 

7. In the Check the Attendance Codes to use in the Calculation option, select the check 

box(es) next to the absence type codes to use. 


Times Tardy Window 


Note: To ensure that the attendance calculations are correct for each building, 

make sure you are working with the code list that is associated with the school 

being set up. See “Associate Named Codes Lists with Schools.” 


The absence type codes selected display in the Included Codes column on the Absence 

Totals screen. 

9. To continue selecting calculations used in attendance totaling, repeat step 3 through 

step 8. 

Add Absence Reason Codes 

Absence reason codes represent the reasons for student absences. These codes display on the 

Absence Queue, Attendance by Student List and Update Absence Info screens for attendance 

staff to reconcile absence records. 

1. On the Administrator Home Page under the Named Codes section, click Absence 

Reason. 

2. On the Absence Reason screen in the Name list, select the appropriate named codes list. 





Absence Reason Codes on the Absence Reason Screen 

Attendance Day Codes 

Attendance Days codes were covered in detail in the Initial District Setup chapter when setting up 

the school calendars. See “Add Attendance Day Codes.” These codes represent the types of 

days that school is in session. Each day type, such as full day, half day or holiday, is assigned a 

value. In addition to using the Attendance Day Codes to set up the calendars, the value of the type 

of each day is used in calculating attendance totals. For example, if a student is marked absent 

on a day that is designated on the school calendar as a Half Day, the attendance calculation would 

use the multiplier defined on the Attendance Day Codes screen. 



Attendance Day Codes Screen 

Add Attendance Note Codes 

Attendance note codes represent the types of notes accepted for student absences and are used 

for school attendance records purposes. 

1. On the Administrator Home Page under the Named Codes section, click Attendance 

Note. 

2. On the Attendance Note screen in the Name list, select the appropriate named codes list. 





Attendance Note Screen 




You can copy most default named codes lists to create a new list and make modifications to the 

new list, as needed. 


named code. 

2. On the Named Code screen in the Name list, select the default named codes list. 

3. In the Copy to new list field, type the name of the copied list. 

4. Click Go. 



Copy to new list Field on the Attendance Note Screen 



a student information system. Depending on the student information system in which your school 

district may be integrated, the named codes may be imported into GradeBook from that system. 

You should make any necessary changes to named codes in the student information system. 


named code. 


3. Change the information, as needed. 






district is not integrated with a student information system. Depending on the student information 

system in which your school district may be integrated, the named codes may be imported into 

GradeBook from that system. You should make any necessary changes to named codes in the 



named code. 


3. In the Delete column, click the check box next to the code(s) you want to remove from the 

list. 


Note: You cannot delete the named codes lists discussed in this chapter if a code 

in one of the lists has been assigned to a student. For example, if a student has 

been marked Tardy, which is a code in the Absence Types named codes list, the 

Absence Types named codes list cannot be deleted. 

Add Attendance Assessments to Report Cards 

Once you have set up all of the attendance codes and defined the calculations, the final step is to 

set up the report cards. If you are creating primary report cards to print out of GradeBook and want 

attendance totals to display on the report card, you must create an attendance assessment for 

each type of attendance record that you use. These attendance assessments must be included 

in one of the courses that display on the report card. You can either create a separate course that 

includes only attendance assessments or you can include the attendance assessments in an 

existing course. You must create the attendance assessments in the Report Card Builder to 

ensure that they display appropriately on the report card whether or not your school district is 

integrated with a student information system. 

This procedure only provides information specific to setting up attendance assessments. For 

complete details on setting up report cards in GradeBook, see “Report Cards and Interims.” 

1. On the Administrators Home Page under Grading Setup, select Report Card Builder. 

2. On the Report Cards screen, select the report card in which you want to set up 

attendance assessments. 

If you are creating traditional report cards, proceed to step 4. 

3. If you are creating standards-based report cards, on the Assessments tab in the Course 

list, select the course name for which you want to enter attendance assessments. 

4. In the Assessment column, type Days Absent or whatever text your district wishes to use 

as labels on the report card for attendance. 

5. In the Seq# column, type a number that represents the order in which the assessment 

displays on the printed report card and Report Card Entry screen. 



Note: Use numbers in increments of 5 or 10, so you can add assessments later, if 

needed. 

6. In the Mark Type column, select the Points option. 

Note: You do not have to select a default grading scale for attendance 

assessments to calculate properly. 

7. If you are creating standards-based report cards and you selected Use Basic Calculations 

on the General tab, select Average in the Default Calculation list. See “Add Assessments 

to Report Cards” for a detailed description of calculation methods. 

Note: If your school district does not want GradeBook to automatically calculate 

attendance assessments but instead wants teachers to manually enter 

attendance assessments on the Report Card Entry screen, you must select None 

in the Default Calculation list. This same condition applies in traditional report 

cards, but you must select No in the Calc Mark? list. 

8. If you are creating traditional report cards and you selected Use Basic Calculations as the 

Average Calculation Method on the General tab, select Y in the Calc Mark? column. If you 

selected Use Advanced Calculations on the General tab, the Calc Mark? Column does not 

display. 

• Yes – The mark type selected is a calculated mark type, such as grading scales, 

points and percentages. 

• No – The mark type selected is not a calculated mark type. 

9. In the Value Req? Column, select one of the following options. 

• Yes – Displays teachers on the Report Card Verification Report who have not entered 

marks for assessments. 

• No – Does not display teachers on the Report Card Verification Report who have not 

entered marks for assessments. 

External Reference Column on the Assessments T ab on the Report Card Screen 


the External Reference column does not display. 

10. In the External Reference column, select the appropriate option(s) to instruct the student 

information system of the appropriate place to put the assessment during data integration. 



Note: The External Reference options listed vary depending on the student 

information system with which your school district is integrated. Only the options 

display for which you want to export a code to the student information system. 

Note: If you do not select at least one option in the External Reference column for 

an assessment, a warning displays when you compile the report card if you 

selected Live or Batch as the data integration method on the General tab. 

11. If you are creating standards-based report cards in the Group these assessments under 

Special Subjects? option, select No. 

• Yes – Group subjects such as Art, Music and Physical Education together. 

• No – Default option. 


13. To continue adding attendance assessments, such as Days Present or Times Tardy, 

repeat step 4 through step 12. 

Associate Assessments with Reporting Periods 

To make sure attendance assessment totals display in the correct reporting periods on the report 

card, you must assign them to the reporting periods in which they will be calculated. 


2. On the Report Cards screen, select the report card in which you want to associate 

assessments with reporting periods. 

3. On the Requirements tab, select the grading period(s) in which each assessment is 

evaluated. 

Note: If you do not select a grading period in which the assessment is used, the 

assessment appears shaded on the Report Card Entry screen, but grades cannot 

be entered for that assessment. 

Note: To quickly select all the assessments in the list, click Select All. 


Report Period Columns on the Requirements Tab 



Associate Assessments with Mapping Identifiers in Reporting 

Periods 

If you are printing standards-based report cards or interims from GradeBook, to instruct the 

system on the appropriate place to put calculated attendance assessments on the report card, you 

must associate the specific attendance assessment with a mapping identifier for each reporting 

period. The mapping identifier is a code in the report card template that places the assessment in 

the appropriate template piece on the report card. 


2. On the Report Cards screen, select the report card in which you want to associate 

assessments with mapping identifiers in reporting periods. 

If you are creating traditional report cards, proceed to step 4. 

3. If you are creating standards-based report cards, on the Mappings tab in the Course list, 

select the appropriate course that includes the attendance assessments to be mapped. 

4. In the Quarter/Reporting Period list for each attendance assessment, select the 

appropriate attendance assessment mapping identifier. 

For example, select #Absent1# for the Absent assessment in the Quarter 1 list, #Absent2# 

in the Quarter 2 list, etc., for all the reporting periods that the assessment displays on the 

report card. 

Note: Mapping identifier options vary depending on the template being used. 


Mappings Tab on the Report Card Screen 



Update Attendance Totals During Data Integration 

GradeBook updates attendance totals when the nightly procedure is run on the server. The 

attendance calculations appear on the Report Card Entry screen during the report card grade 

entry time frame. The next time that the data integration procedure runs after the report card grade 

entry time frame closes, final attendance totals are calculated, and these final attendance totals 

are displayed on report cards. 


Report Cards and Interims 

This chapter describes the process of creating standards-based and traditional report cards and 

interims in the Report Card Builder. Depending on the style of report card you choose when you 

begin creating the report card, the availability of different tabs allow you to customize courses, 

assessments, grade calculations and attendance data integration with your student information 

system. 

GradeBook provides numerous, custom-designed template pieces in various sizes for printing 

report cards. However, even if you do not want to print report cards and interims from GradeBook 

but instead print them from your student information system, you must still create report cards in 

GradeBook. 

Once you have selected all of the necessary options and previewed the report card to ensure it 

meets your layout requirements, you must compile the final report card and make it active in your 

system for teachers to use. 

To ensure consistent grade book configurations for all teachers' grade books, if your district uses 

standards-based report cards you can set up grade books to automatically apply the Grading 

Scale Custom Setup 2 option. 

Report Cards Screen 



Create Report Cards/Interims 

Creating report cards/interims is a multiple-step process that provides numerous options for 

entering report card/interim content and formatting the printed report card/interim. It is imperative 

to create report cards/interims in GradeBook at the beginning of the school year to enable 

teachers to enter grades, to allow for proper grade calculation and attendance totaling and to 

enable grades to be exported to the student information system. 

1. On the Administrator Home Page under Grading Setup, click Report Card Builder. 

2. On the Report Cards screen near the bottom of the screen, click the Add a Report Card 

link. 

The General tab is highlighted in the Web site banner. 

General Tab for Creating a New Report Card 

3. In the Enter a name for the report card field, type a name for the report card/interim. 

Note: This name should easily identify the report card/interim and display in the 

list on the Report Cards screen, Interims and Report Card Entry screens and 

Classic and Beta ParentAccess. 

4. In the Choose the type that will be produced option, select one of the following report card 

types: 

• Report Card 

• Interim Report 

Note: The formats refer to style of report card/interim, as in traditional or 

standards-based, and not grade level. 



5. In the Select a format for the report option, select one of the following formats: 

• Elementary – Recommended if using different assessments in each course 

(standards-based report cards/interims) and for school districts that want to print 

report cards/interims. Individual courses within one grade may have different sets of 

assessments. 

• Secondary – Recommended if the same assessments are used for all courses 

(traditional report cards/interims). Since GradeBook does not calculate cumulative 

grade point averages, it is recommended to print secondary report cards/interims 

from your student information system. However, you must still create report 

cards/interims in GradeBook. 

6. If you are printing report cards/interims from GradeBook, in the Select the template for 

printing list, select one of the following paper size and layout options: 

• Standard Elementary Report Card (11 * 17 landscape, 2 columns) 

• Standard Elementary Report Card (8 1/2 * 11 portrait) 

• Standard Elementary Report Card (8 1/2 * 11 landscape, 2 columns) 

• Standard Elementary Report Card (8 1/2 * 14 portrait) 

• Standard Elementary Report Card (Legal tri-fold) 

7. From Which Average Calculation Method would you like to use? list, select one of the 

following calculation methods: 

Note: The primary difference between Basic and Advanced Calculations depends 

on how grades used in system calculations are entered into GradeBook. If all of 

the grades used are entered on the same Assessment row, Basic Calculations 

can be used. If the grades used are entered on various Assessment rows, 

Advanced Calculations must be used. 

• Use Basic Calculations – To determine how grades will be calculated only for the 

reporting periods that are not set up as a grade book range on the Reporting Periods 

screen. Often, this option is used if creating standards-based report cards/interims. 

Basic Calculations is recommended for school districts that are not integrated with a 

student information system and for school districts that are integrated with some 

student information systems. 

Report Card Entry Setup Using Basic Calculations 

• Use Advanced Calculations – To assign report card/interim grade entry methods for 

all assessments and reporting periods and then set up how grades will be calculated 

for those designated as system calculations. Use this option if creating traditional 

report cards/interims. Advanced Calculations is recommended for school districts that 

are integrated with most student information systems. 



Report Card Entry Setup Using Advanced Calculations 

Once you save the report card/interim, the Web site banner will display different 

calculation tabs depending on your selection of either Basic or Advanced Calculations. 

These Web site banner links are system calculation steps used for defining how semester 

and final grades are calculated. With Basic Calculations, Average Calcs is the only link to 

complete on the Web site banner. 

Basic Calculations Web Site Banner Link 

However, Advanced Calc and System Calcs are the links to complete on the Web site 

banner for Advanced Calculations. 

Advanced Calculations Web Site Banner Links 

In addition to system calculation steps, the Basic or Advanced Calculations option 

determines whether certain options display on the Assessments link. With Basic 

Calculations, the Pull Mark? column displays for elementary style report cards. 

Pull Mark? Column on the Assessments Tab 

The Calc Mark? column displays for secondary style report cards. 



Calc Mark? Column on the Assessments Tab 

However, for both elementary and secondary style report cards with Advanced 

Calculations, these columns are unnecessary because the Advanced Calc link designates 

how grades are entered on the report card. 

Advanced Calc Tab on the Report Card Screen 

Note: The selection of the values for the following rounding precision options 

determines the number of decimal places you want to display after the decimal 

point on the report card/interim when GradeBook calculates student grades using 

percentage averages or letter grade point equivalent averages. The default value 

is 2 for each option. 

8. In the Select the rounding precision to use when averaging numeric grades list, select one 

of the following values that represents the number of decimal places you want to display 

after the decimal point: 

• 0 – Rounds up or down to the nearest whole number, such as 90. 

• 1 – Rounds up or down to the nearest tenth and displays one place after the decimal 

point, such as 89.7. 

• 2 – Rounds up or down to the nearest hundredth and displays two places after the 

decimal point, such as 89.76. 

• 3 – Rounds up or down to the nearest thousandth and displays three places after the 


• 4 – Rounds up or down to the nearest ten thousandth and displays four places after 

the decimal point, such as 89.7658. 



9. In the Select the rounding precision to use when averaging from letter grades list, select 

one of the following values that represents the number of decimal places you want to 

display after the decimal point: 

• 0 – Rounds up to the nearest whole number, such as 90. 

• 1 – Rounds up or down to the nearest tenth and displays one place after the decimal 

point, such as 89.7. 

• 2 – Rounds up or down to the nearest hundredth and displays two places after the 


• 3 – Rounds up or down to the nearest thousandth and displays three places after the 


• 4 – Rounds up or down to the nearest ten thousandth and displays four places after 

the decimal point, such as 89.7658. 

Note: Do not select a value to display more decimal places than the number of 

decimal places defined in the ranges set up in the grading scale. 

10. In the Select the report card mode options, ensure that Testing is selected. 

The following modes are available at various stages of the report card/interim building 

process: 

• Active – The report card/interim must be made Active after it has been compiled and 

does not contain critical or severe errors. Once the report card/interim has been made 

active, teachers can update report card/interim grades on the Report Card Entry 

screen. Most changes made to the report card/interim while it is in Active mode and in 

use causes errors. 

• Inactive – Disables the report card/interim, so it cannot be accessed by teachers. 

• Testing – Default option. Allows changes to be made to the report card/interim setup, 

and allows report card/interim grades to be viewed by teachers on the Report Card 

Entry screen. 

Note: An error message displays if you try to make changes to the report 

card/interim while it is in Active mode.You must change the mode to Inactive or 

Testing before you make changes. 


select None in the following data integration steps. 

11. In the Choose the data integration method list, select one of the following options: 

• Batch – Student marks are exported from GradeBook to the student information 

system in an automated data integration process that runs after the report 

card/interim grade entry time frame has passed. Marks exported from the batch data 

integration process overwrite existing marks in the student information system with 

the exception of those marks designated in the Protected Marks screen. 

• Live – Student marks are saved in GradeBook and are automatically updated in the 

student information system in real time. 

• None – Recommended for school districts that are not integrated with a student 

information system or create elementary style report cards/interims that do not export 

marks to the student information system. 



12. If you selected the Batch or Live data integration method in the step 11, then in the Choose 

the data integration source list, select the student information system in which your 

district is integrated. If you selected None in step 11, in the Choose the data integration 

source list, select None. 

13. In the Allow school administrators to update this report card setup option, select one of the 

following access options: 

• Yes – Allows users assigned the school administrator role to update report 

card/interim settings. 

• No – Allows users assigned the school administrator role to view but not update 

report card/interim settings. 

14. In the Post on Parent Access option, select one of the following options: 

• Yes – Displays report card/interim data on Classic and Beta ParentAccess. 

• No – Does not display report card/interim data on Classic and Beta ParentAccess. 

15. If you are creating interims, in the Pull grades for previous marking periods from option, 

select one of the following options: 

• Report Card – Pulls report card grades for previous reporting periods when printing 

the interim, which must use the same assessments and/or mark types as the interim. 

• Interim Report – Pulls interim report grades for previous reporting periods, which is 

the default option. 

Note: If you pull grades from report cards for the previous marking periods, 

ensure that the report card uses the same assessments and/or mark types as the 

interim. 


The Grade Levels tab is highlighted in the Web site banner. 

17. Proceed to assign grade levels to schools that use the report card/interim. 

Assign Grade Levels to Schools 

You must assign the appropriate grade levels to each school that uses the report card to make 

the report card available to teachers when they enter grades on the Report Card Entry screen. 

1. On the Grade Levels tab in the appropriate Grade Levels column, click the check box for 

each grade in each school that uses the report card. 




Grade Levels Tab on the Report Card Screen 

3. In the Web site banner, click Periods to proceed to define the order in which the reporting 

periods display on the report card. 

Assign Order to Reporting Periods 

You must assign a sequence to a reporting period, so it displays in the proper order on the report 

card. It is important to use the numerals 1 through 10 and not numbers in increments of five or 10 

as you can on the Assessments tab. The numeral you enter in the Seq# column should represent 

the number of the order in which the column displays in the template piece in the report card 

template. For example, for the first quarter grade to display properly in the first column in the 

Marks template piece in the template, you must enter 1 in the Seq# column next to Quarter 1. For 

the second quarter grade to display properly on the report card template, you must enter 2 in the 

Seq# column next to Quarter 2. 

1. On the Periods tab in the Seq# column, type a number next to each reporting period that 

represents the order in which the reporting period displays on the Report Card Entry 

screen and printed report card. 


3. If you selected Elementary report format on the General tab, in the Web site banner, click 

Courses to proceed to add courses to report cards. If you selected Secondary report 

format on the General tab, in the Web site banner, click Assessments to proceed to add 

assessments to report cards. See “Add Assessments to Report Cards.” 

Seq# Column on the Periods Tab on the Report Card Screen 


Add Courses to Report Cards 


You must enter the course names to display on the report card and associate them with the 

courses in which students are being evaluated. You must add courses whether or not your school 

district is integrated with a student information system. The course name that displays on the 

report card can be associated with multiple classes. 

1. On the Courses tab in the Seq# column, type a number that represents the order in which 

the course name displays on the Report Card Entry screen. 

2. In the Course Name (for Rpt Card) column, type the course’s name. 

Note: Course naming decisions should be made by school district administrators. 

You can use a general course name like Math or Mathematics to display on the 

report card that may include several Mathematics classes, such as Advanced 

Mathematics and Applied Mathematics. 

3. For all the courses that display on the report card, continue to enter course names and 

sequence numbers. 


Notice that the Add Courses link displays in the Action column next to each course name 

entered. 

Add Courses Link in the Action Column on the Courses Tab 

5. In the Action column, click the Add Courses link next to the first course name listed. 

6. On the Course Search window, search for the courses in which the student’s grades 

display on the report card. 

Note: The course name that displays in the Course Name field on the Course 

Search window comes from course names entered in the Course Name (for Rpt 

Card) column on the Courses tab. 



a. On the Course Search window, click Go. 

A list of all the courses that contain the exact course name displayed in the Course 

Name field for all grade levels in all the schools in the district displays. 

b. To narrow the search results, perform any of the following search options: 

• In the School list, select the school for which the report card is being created. 

• In the Grade list, select the grade level in which the course is being used. 

• In the Course ID field, type the course’s identification number. 

The courses that meet the search requirements you entered display. 

7. In the Select column, click the check box next to each course you want to include. 

Course Search Window 

8. Click Add the selected courses. 

The selected courses display in the Included Courses column on the Courses tab. 


Included Courses Column on the Courses Tab 

10. To continue adding courses, perform step 6 through step 9 for each course name that 

displays on the report card. 



Note: To delete an entire course name or multiple courses included in a course 

name, see “Delete Courses from Report Cards.” 

Delete Courses from Report Cards 

You can delete an entire course from a report card or remove individual included course(s) from 

a course. 

1. On the Administrator Home Page, click Report Card Builder. 

2. On the Report Cards screen, select the appropriate standards-based report card. 

3. Click the Courses tab. 

To delete an entire course from the report card: 

4. On the Courses tab in the Del column, select the check box next to the Course Name (for 

Rpt Card) you want to delete. 


The entire Course Name (for Rpt Card) is deleted from the report card. 

To remove an included course from a report card course: 

6. On the Courses tab in the Remove column, select the check box for the Included 

Course(s) that you want to remove from the course. 


The Course Name (for Rpt Card) is still in the report card, but the selected Included 

Course(s) is no longer associated with the report card. 

Remove Column on the Courses Tab on the Report Card Screen 

Add Assessments to Report Cards 

You must enter assessments for each course that displays on the report card, determine the mark 

type and default grading scale and calculation method used. You must do this whether or not your 

school district is integrated with a student information system. 

If you are creating standards-based or traditional report cards and want attendance totals to 

display on the report card, in one of the courses you must create an assessment for each type of 

attendance record. For example, you may create Days Absent and Tardy assessments in a 

course called Attendance. For attendance totals to calculate in GradeBook properly if you are 

creating standards-based report cards, you must select Points as the Mark Type for each 



assessment, and if you selected Use Basic Calculations on the General tab, select any of the 

calculation methods except None in the Default Calculation list. For more specific details on 

setting up attendance, see “Add Attendance Assessments to Report Cards.” 

To quickly add assessments, you can copy assessments from existing report cards that use 

similar assessments, and then modify them as needed. See “Copy Assessments.” 

1. On the Assessments tab, if you are creating traditional report cards, proceed to step 2. If 

you are creating standards-based report cards in the Course list, select the course name 

for which you want to enter assessments. 

2. In the Assessment column, type an assessment. 

3. In the Seq# column, type a number that represents the order in which the assessment 

displays on the printed report card and on the Report Card Entry screen. Use numbers in 

increments of 5 or 10, so you can add assessments later, if needed. 

4. In the Mark Type column, select the mark type. 

Note: If your school district is integrated with certain student information systems, 

you must use the mark type from that student information system. Mark types 

should already be set up. If mark types do not display in the Mark Type list, see 

“Add Mark Types.” 

Note: You can select an unlimited number of different mark types for a teacher to 

enter on a student’s report card or interim, but the system may perform slowly if 

numerous different mark types are entered. 

5. In the Default Grading Scale list, select the appropriate default grading scale. 

Note: Grading scales should already be set up. If grading scales do not display in 

the Default Grading Scale list, see “Add Grading Scales.” 

Note: You must select a default grading scale for any mark type that is calculated 

except for attendance assessments. 

6. If you are creating a standards-based report card in the Default Calculation list, select one 

of the following options: 

• None – Grade or mark is not calculated by the grade book. Teachers must enter the 

appropriate mark manually. 

• Average – Calculates average using points or percentages for assignments in the 

current grading period. If letter grades are used for assignments, the average is 

calculated based on the point value associated with each letter grade. For example, if 

A = 4 and B = 3, etc., these point values will be used to calculate the average. 

• Power Law – Industry-standard algorithm that applies less weight for assignment 

marks given earlier in the reporting period than for assignment marks given later in 

the reporting period. 

This calculation method can be used with numeric as well as alphabetical mark types 

and must meet the following conditions: 

• At least three assignments must be associated with the assessment. 

• All the assignments associated with the assessment must have the same point 

value. 



• All the assignments associated with the assessment must have a weight of 1. 

• Does not include missing assignments. 

• Does not include excluded assignment marks. 

Power Law Calculation Method 

Power Law Formula (Method of 

Mounting Evidence) 

• Highest Achieved – The highest mark achieved on an assignment in the current 

grading period. If points are used as the mark type, GradeBook translates the point 

value into a percentage for each assignment to determine the highest mark. If letter 

grades are used as the mark type, the letter grade with the highest point value is 

used. Missing assignments will not be included. 

• Last Achieved – The last mark achieved on an assignment based on the assignment 

due date, not including missing assignments, in the current grading period. If points 

are used as the mark type, GradeBook translates the last mark achieved point value 

into a percentage to display as the student's grade. 

• YTD Average – Calculates average using points or percentages for assignments 

from the beginning of the school year to the end of the current grading period. If letter 

grades are used for assignments, the average is calculated based on the point value 

associated with each letter grade. For example, if A = 4 and B = 3, etc., these point 

values will be used to calculate the average. 

• YTD Power Law – Industry-standard algorithm that applies less weight for 

assignment marks given earlier in the school year than for assignment marks given 

through the end of the current grading period of the school year. The same conditions 

must be met as for Power Law. 



• YTD Highest Achieved – The highest mark achieved on an assignment from the 

beginning of the school year to the end of the current grading period. If points are 

used as the mark type, GradeBook translates the point value into a percentage for 

each assignment to determine the highest mark. If letter grades are used as the mark 

type, the letter grade with the highest point value will be used. Missing assignments 

will not be included. 

• YTD Last Achieved – The last mark achieved on an assignment based on the 

assignment due date, not including missing assignments, from the beginning of the 

school year to the end of the current grading period. If points are used as the mark 

type, GradeBook translates the last mark achieved point value into a percentage to 

display as the student's grade. 

Note: If you are creating standards-based report cards and your school district 

does not want GradeBook to automatically calculate grades but instead wants 

teachers to manually enter grades on the Report Card Entry screen, you must 

select None in the Default Calculation list. This also applies for attendance 

assessments. This same condition applies in traditional report cards, but you 

must select No in the Calc Mark? list. 

Default Calculation and Pull Mark? Columns on the Assessments Tab 

7. If you are creating a standards-based report card and you previously selected Use Basic 

Calculations on the General tab in the Pull Mark? list, select one of the following options. 

If you previously selected Use Advanced Calculations on the General tab, the Pull Mark? 

column does not display. 

• Yes – The assessment mark is automatically populated when grades are 

automatically calculated on the Report Card Entry screen. This mark is based on 

assignment marks entered on the Assignment Marks screen, Grade Book Grid and 

Standards Based Grid. 

• No – The assessment mark is not automatically populated when grades are 

automatically calculated on the Report Card Entry screen. Teachers will have to enter 

assessment marks manually. 

Or, if you are creating traditional report cards and you previously selected Use Basic 

Calculations on the General tab in the Calc Mark? column, select one of the following 

options. If you previously selected Use Advanced Calculations on the General tab, the 

Calc Mark? Column does not display. 

• Yes – The mark type selected is a calculated mark type, such as grading scales, 

points and percentages. 

• No – The mark type selected is not a calculated mark type. 



Calc Mark? Column on the Assessments Tab 

8. If you previously selected a template for printing on the General tab in the Print Mark? list, 

select one of the following options: 

• Yes – Displays assessment marks on the printed report card. 

• No – Does not display assessment marks on the printed report card. However, they 

do display on the Report Card Entry screen and the Report Card section of Classic 

and Beta ParentAccess. 

Print Mark? Column on the Assessments Tab 

9. In the Value Req? list, select one of the following options: 

• Yes – Displays teachers on the Report Card Verification Report who have not entered 

marks for assessments. 

• No – Does not display teachers on the Report Card Verification Report who have not 

entered marks for assessments. 


the External Reference column does not display. 

10. Select the appropriate option(s) in the External Reference column to instruct the student 

information system of the appropriate place to put the assessment during data integration. 



Note: The External Reference options listed vary depending on the student 

information system with which your school district is integrated. 

Note: If you do not select at least one option in the External Reference column for 

an assessment, a warning displays when you compile the report card if you 

selected Live or Batch as the data integration method on the General tab. 

11. If you are creating standards-based report cards, in the Group these assessments under 

Special Subjects? options, select one of the following: 

• Yes – Group subjects such as Art, Music and Physical Education together. 

• No – Default option. 


13. To continue adding assessments to the same course, repeat step 2 through step 11. 

14. If you are creating standards-based report cards, continue adding assessments to the 

remaining courses until you have added assessments for all the courses that display on 

the report card. 

15. Click Requirements in the Web site banner to proceed to associate assessments with 

reporting periods. See “Associate Assessments with Reporting Periods.” 

Set a Default Assessment for the GradeBook Configuration Utility for 

Standards-Based Report Cards 

1. On the Assessments tab near the bottom of the screen, select a default assessment in the 

drop-down list to be used when running the GradeBook Configuration Utility. 

Note: The assessments that appear in the drop-down list are the assessments 

that were selected on the Requirements tab. 




Items selected 

as requirements. 

Default 

assessment 

selected for 

teacher’s 

grading 

scale. 

Copy Assessments 

Default Assessment for the GradeBook Configuration Utility 

1. On the Assessments tab in the Copy the requirements from list, select the appropriate 

report card to copy assessments. 

2. Select the appropriate course in the next field. 

3. Click Copy. 

The copied assessments display on the Assessments tab. 



Copy the requirements from List on the Assessments Tab 

Associate Assessments with Reporting Periods 

You must designate the reporting periods in which each assessment will be used. If you want to 

include attendance totals for the attendance assessments you have created, make sure to select 

the reporting periods in which the attendance assessments are calculated. 

You can create assessments that do not receive a mark that display only as subject headings on 

the report card. Do not select a reporting period for these assessments, so they do not display on 

the Grading Scale Setup, Assignment Details, Progress By Student and Standards Based Grid 

screens. 

1. On the Requirements tab, select the grading period in which each assessment is 

evaluated. 

Note: If you do not select a grading period in which the assessment is used, the 

assessment displays on the Report Card Entry screen, but grades cannot be 

entered for that assessment. 

Note: To quickly select all the assessments in the list, click Select All. 




Reporting Period Columns on the Requirements Tab 

3. In the Web site banner, click Protected Marks to proceed to prevent marks from being 

overridden. 

Determine Protected Marks 

You can designate the marks that will not be overridden when GradeBook exports report card 

grades to your district’s student information system. If your school district is not integrated with a 

student information system, you can still select a protected marks option; however, do not select 

the first option, Do Not Override Any Marks. 

1. On the Protected Marks tab, select one of the following mark override options: 

• Do Not Override Any Marks – Does not override existing marks in the student 

information system. Once teachers have saved report card grades, they cannot be 

changed. 

• Override All Marks – Overrides all existing marks in the student information system 

each time teachers save report card grades. 

• Override all Marks Except for the Following – Overrides all existing marks in the 

student information system except for the marks listed. Once teachers have saved 

report card grades that are listed as exceptions, they cannot be changed. 

2. If you selected Override all Marks Except for the Following in step 1, in the Mark column, 

enter the marks that should not be overridden. 




Protected Marks Tab 

4. If you selected Use Basic Calculations on the General tab, in the Web site banner, click 

the Average Calcs tab to proceed to set up average calculations methods. If you selected 

Use Advanced Calculations on the General tab, in the Web site banner, click Advanced 

Calc to proceed to assign the grade entry method to assessments and reporting periods. 

See “Assign Grade Entry Method to Assessments and Reporting Periods.” 

System Calculations 

System Calculations are used to define how certain report card grades, such as semester or final 

grades, should be calculated. When defining system calculations, you will be able to designate 

which grades are included in the calculation, the weight of each grade used, whether the 

calculation should be based on grade book averages or report card grades and also the grading 

scale to be used. Each of these options can tremendously impact the outcome of the calculation, 

so it is important to understand the selections made. 

Set Up Average Calculation Method 

If you are building standards-based or traditional report cards and on the General tab, you 

selected Use Basic Calculations as the Average Calculation Method, Average Calcs displays in 

the Web site banner. The reporting periods that display in the Reporting Period list are only those 

that have a sequence number on the Periods tab in the Seq# column for this report card and are 

not designated on the Reporting Periods screen as a Gradebook Range. In the Period column, 

the options available will be the reporting periods associated with the report card. Reporting 

periods set up as a gradebook range on the Reporting Periods screen will automatically calculate 

from teachers’ grade books. For more details, see “Add Reporting Periods.” 

1. On the Average Calcs tab in the Reporting Period list, select the appropriate option to be 

calculated. 

2. In the Period column, select the appropriate option. 

3. In the Weight field, type a number that represents the significance of the option selected 

in the Period column in relationship to the whole average. 


Note: Weights for exams and finals may be predetermined by your school 

district. 


4. In the Select the Calculation Method list, select one of the following calculation methods: 

• Use Averages (from Gradebook) – Uses the calculated average in the teacher’s 

grade book at the time the calculation is done for reporting periods that are set up as 

a grade book range (Q1, Q2, T1, MP1, etc.). For reporting period grades that are 

entered manually on the Report Card Entry screen, the calculation will use the report 

card grade; however, this grade must be entered in numeric average format. With this 

option, the system calculation will reflect any changes made to assignment marks in 

the teachers’ grade books since report card grades were entered for previous 

reporting periods. 

• Use Letter Grades (from Report Card) – Uses the saved grades on the report card 

for all reporting periods included in the system calculation. If grades have been saved 

in letter grade format, then it uses the point value of the letter grades, and if grades 

have been saved in numeric average format, it uses the numeric average. Grade 

formats should be consistent to ensure accurate calculation of the grades. With this 

option, the system calculation will not reflect any changes made to assignment marks 

in the teachers’ grade books since report card grades were entered for previous 


Note: You must select the same calculation method for all options being 

calculated. 

Note: If you select Use Averages and an exam is set up to use a letter grade mark 

type, the system will not accept the letter grade and instead will require a numeric 

value. It is not recommended to set up a system calculation to include a 

combination of letter grades and numeric values, such as reporting periods using 

letter grades and exams as averages. 

5. In the Select the Grading Scale list, select one of the following grading scale selection 

methods: 

• Use the Report Card Grading Scale – Uses the grading scale selected for the 

assessment on the Assessment tab. 

• Use the Grade Book Grading Scale – Uses the grading scale selected by the 

teacher on the Grading Scale Setup screen. 

Note: The default option is blank. When blank is selected, GradeBook uses the 

grading scale specified by the teacher on the Grading Setup screen, if one is 

specified. If a grading scale is not specified, then GradeBook uses the grading 

scale specified on the Assessment tab. 




Reporting Period List on the Average Calcs Tab 

7. To continue setting up average calculations, repeat step 2 through step 6. 

Note: If you are building traditional report cards, the average calculations defined 

on this screen will be available when setting up the Year to Date calculation 

method. 

Note: To delete a reporting period from an average calculation, click the check 

box in the Del? column for the reporting period you want to delete. 

Note: Any reporting period or exam grades included in the system calculation 

that do not have a mark entered will not be included in final calculations. For 

example, if the calculation is set up to include Q1, Q2 and SemEx with weights of 

2, 2 and 1, respectively, and the teacher enters an 88.5 for Q1 and 77.25 for Q2 

but enters nothing for SemEx, the calculation will be as follows: (88.5*2) + 

(77.25*2) / (2+2) = 82.88%. The empty grade along with its weight value are 

ignored. 

Assign Grade Entry Method to Assessments and Reporting Periods 

If you are building traditional or standard-based report cards and selected Use Advanced 

Calculations as the Calculation Method on the General tab, Advanced Calc displays in the Web 

site banner. On the Advanced Calc tab, you can designate how grades will be entered for each 

assessment and reporting period used in the report card. All grades designated as System 

Calculation on the Advanced Calc tab will be available in the Calculation list on the System Calcs 

tab. 

Depending on the student information system in which your district is integrated, performing the 

following procedure may be optional or required. 



1. On the Advanced Calc tab, select one of the following methods in the list to assign marks 

for each assessment in each reporting period on the report card: 

• Manual Entry – Use marks entered manually by teachers on the Report Card Entry 

screen. This option can be used for class assessments, comments, reporting period 

and semester exams. 

• System Calculation – Use calculations that will be set up on the System Calcs tab in 

the Report Card Builder. This option can be used for semester averages, year-end 

final averages, year-to-date or semester attendance totals. 

• Pull from Gradebook – Use grading period averages entered in the grade book. This 

option is generally used for reporting period grades that are calculated from 

assignments in the teachers’ grade books. 

• The following attendance-related options are used for attendance assessments and 

use attendance totals from each reporting period defined in Absence Totals 

calculations in GradeBook. See “Add Absence Totals Codes.” 

• Pull from DaysPoss 

• Pull from Present 

• Pull from Absent 

• Pull from UnExAbsent 

• Pull from ExAbsent 

• Pull from Tardy 

• Pull from UnExTardy 

• Pull from ExTardy 

• Pull from PerAbsent 

• Pull from PerUnExAbsent 

• Pull from PerExAbsent 

• Pull from PerTardy 

• Pull from PerUnExTardy 

• Pull from PerExTardy 

Note: If you selected an attendance assessment for a report card that will be 

printed from GradeBook, you must select the appropriate attendance mapping 

identifier on the Mappings tab for each reporting period in which the attendance 

assessment is used. 




Advanced Calc Tab 

3. In the Web site banner, click System Calcs to proceed to set up average calculation 

methods for those designated as systems calculations. 

Set Up Average Calculation Method for System Calculations 

If you are building traditional report cards and selected Use Advanced Calculations as the 

calculation method on the General tab, System Calcs displays in the Web site banner. All grades 

designated as System Calculation on the Advanced Calc tab will be available in the Calculation 

list on the System Calcs tab. In the Period & Assessment column, you will be able to choose from 

the list of available reporting period and grade intersects, such as Q1 Grade and EX2 Grade. You 

must assign report card grade entry methods for all assessments and reporting periods and then 

set up how grades will be calculated for those designated as System Calculation. 

1. On the System Calcs tab in the Calculation list, select the appropriate option to be 

calculated. 

Note: The options that display in this list were assigned as System Calculation on 

the Advanced Calc screen. 

2. In the Period & Assessment column, select the appropriate option. 

Note: If you selected an attendance assessment, you must select the appropriate 

attendance mapping identifier on the Mappings tab for each reporting period in 

which the attendance assessment is used. 

3. In the Weight column, type a number that represents the significance of the option 

selected in the Period & Assessment column in relationship to the whole average. 

Note: Weights for exams and finals may be predetermined by your school 

district. 



4. In the Select the Calculation Method list, select one of the following calculation methods: 

• Use Letter Grades (from Report Card) – Uses the saved grades on the report card 

for all reporting periods included in the system calculation. If grades have been saved 

in letter grade format, then it uses the point value of the letter grades, and if grades 

have been saved in numeric average format, it uses the numeric average. Grade 

formats should be consistent to ensure accurate calculation of the grades. With this 

option, the system calculation will not reflect any changes made to assignment marks 

in the teachers’ grade books since report card grades were entered for previous 


• Use Averages (from Gradebook) – Uses the calculated average in the teacher’s 

grade book at the time the calculation is done for reporting periods that are set up as 

a grade book range (Q1, Q2, T1, MP1, etc.). For reporting period grades that are 

entered manually on the Report Card Entry screen, the calculation will use the report 

card grade; however, this grade must be entered in numeric average format. With this 

option, the system calculation will reflect any changes made to assignment marks in 

the teachers’ grade books since report card grades were entered for previous 


Note: You can select different calculation methods for each option being 

calculated. 

Note: If you select Use Averages and an exam is set up to use a letter grade mark 

type, the system will not accept the letter grade and instead will require a numeric 

value. 

Note: System calculations can be used in defining other system calculations. For 

example, the final grade for a full year class could be defined to use the Semester 

1 final grade and Semester 2 final grade system calculations. If this configuration 

is used, the final grade calculation must use the grades from report cards 

calculation method option; otherwise, it will not calculate. (Even if all grades are 

being entered on the report card as numeric averages, this calculation will not 

work with the use averages from grade book method because the semester 

grades are only saved on the report card.) 

5. In the Select the Grading Scale list, select one of the following grading scale selection 

methods: 

• Use the Report Card Grading Scale – Uses the grading scale selected for the 

assessment on the Assessment tab. 

• Use the Grade Book Grading Scale – Uses the grading scale selected by the 

teacher on the Grading Scale Setup screen. 

Note: The default option is blank. If the blank option is used, GradeBook uses the 

grading scale specified by the teacher on the Grading Setup screen, if one is 

specified. If a grading scale is not specified, then GradeBook uses the grading 

scale specified on the Assessment tab. 




Note: Any reporting period or exam grades included in the system calculation 

that do not have a mark entered will not be included in final calculations. For 

example, if the calculation is set up to include Q1, Q2 and SemEx with weights of 

2, 2 and 1, respectively, and the teacher enters an 88.5 for Q1 and 77.25 for Q2 

but enters nothing for SemEx, the calculation will be as follows: (88.5*2) + 

(77.25*2) / (2+2) = 82.88%. The empty grade along with its weight value are 

ignored. 

Calculation List on the System Calcs Tab 

7. To continue setting up average calculations, repeat step 2 through step 6. 

Note: If you are building traditional report cards, these system calculations are 

available when setting up the Year to Date calculation method. 

Note: To delete a calculation method, click the check box in the Del? column for 

the reporting period you want to delete. 

8. If you are printing report cards, in the Web site banner, click the Template tab to proceed 

to format your report card template. See “Add Messages to Report Cards.” Otherwise, 

click Year to Date Calc to proceed to set up the year to date calculation method. 


Troubleshooting Tips for System Calculations 


“Troubleshoot System Calculations” provides examples of system calculation issues and how to 

troubleshoot each issue by checking configuration settings. 

Issue 

Exam is set up to use letter grade mark type, but it will 

not accept any letter grades. 

System calculation uses letter grades, but the calculation 

is resulting in the wrong grade. 

Semester grade is set up to use a letter grade mark type, 

but it will not accept any letter grades. 

Troubleshoot System Calculations 

Configuration Settings to Check 

Verify all system calculations use Exam in the 

calculation. If the calculation method on any of them is 

set to Use Averages (from Gradebook), it will require the 

Exam entry as numeric average. 

If you use averages in the calculation, the exam must 

also be entered this way, and no changes are necessary. 

If you want all grades entered as letter grade format, 

then the calculation method option must be changed to 

Use Letter Grades (from Report Card). 

Note(s):Ensure that the rounding precision for letter grades is set to 2 on 

the General tab of Report Card Builder for the report card. 

Verify rounding precision settings on the General tab of 

the Report Card Builder. If the system calculation uses 

letter grades, rounding precision for letter grades needs 

to match number of decimals used in point ranges on the 

grading scale because rounding takes place in the 

calculation prior to comparing to the ranges on the 

grading scale. 

For example, if the grading scale point range defines that 

2.76 to 3.75 translates to a B the rounding precision on 

the report card for letter grades needs to be set to 2; 

otherwise, a 3.54 average would round up to 4 before 

being translated into the letter grade on the grading 

scale. 

Verify all system calculations use the semester grade in 

the calculation, such as a final grade calculation. If a 

system calculation uses another system calculation, then 

it must use the Use Letter Grades (from Report Card) 

calculation method. 

For example, if the final grade system calculation is set 

up to use the semester 1 and semester 2 calculations, 

the final grade calculation must be set to use grades 

from the report card. 

Set Up Year to Date (YTD) Calculation Method 

The year to date (YTD) calculation method can be used in traditional report cards to provide an 

ongoing calculation toward the students’ final grades. The calculation is based on the way you 

define the final grade on the report card to calculate, including reporting period grades, exams and 

respective weights. Since this calculation is based on the final grade calculation, it is not 

necessarily a true year-to-date average of the assignments in the teacher’s grade book, but rather 

a reflection of what the student’s final grade on the report card would be if entered at that time. 

YTD calculations are not available for interims or standards-based report cards. 

Once enabled, the system will display an ongoing calculation of that final grade in the teachers’ 

grade books as well as on Classic ParentAccess. Since the YTD calculation is based upon the 

designated system calculation, settings in the system calculation directly affect how the grade is 

calculated and the format in which it displays. For example, if the system calculation for the final 



grade is configured to use letter grades from the report card, then the YTD grade will display as a 

point average and letter grade. 

The YTD calculation is set up in the report card after the system calculations have been defined. 

This calculation can be used whether Basic Calculations or Advanced Calculations are used in 

the report card, and whether the grades entered on the report cards are numeric averages or letter 

grades and will use either the grade book average or the report card grade in the calculation based 

on the system calculation. For example, as described in “Year to Date Calculation Scenarios,” if 

the final grade system calculation uses averages from the grade book, then the YTD calculation 

will also use averages from the grade book. If letter grades are used on the report card and in the 

Final grade calculation, then the YTD calculation will be based on the point value equivalent for 

each letter grade, and the average will display in terms of a point average. 

If Report Card Grade 

Type is... 

Year to Date Calculation Scenarios 

And System Calculation 

Uses... 

Then YTD Calculation Uses... 

In Past Reporting 

Periods 

Letter Report card grades Letter grade on report card 

In Current Reporting 

Period 

Letter grade for current 

average in the grade book 

Letter Averages Average in grade book Average in grade book 

Percentage Report card grades Percentage on report card Average in grade book 

Percentage Averages Average in grade book Average in grade book 

The following examples illustrate how the YTD grade would be calculated for various scenarios. 

The scenarios are demonstrating how the YTD grade is calculated if today’s date is in the midst 

of Q3. 

Letter Grades on the Report Card and Final Grade Based on Averages from the Grade Book 

Q1 Q2 Ex1 Sem1 Q3 Q4 Ex2 Sem2 

Grade Book Average 

(At Quarter Grade Entry) 

Report Card Grade 

85.23 

B 

91.19 

A 82.00 B 

(Ignored since today is 

in Q3) 


(Today) 

85.23 92.43 89.43 

Calculation of YTD: 85.23+92.43+82.00+89.43 = 349.09/4 = 87.27 

YTD 

Grade 

87.27 

B 

Note: In this scenario since the grade is based on averages from the grade book, 

the current average in the grade book for Q2 (92.43) is being used in the YTD 

calculation. 



Letter Grades on the Report Card and Final Grade Based on Report Card Grades 

A=4, B=3, C=2, D=1 and F=0 




85.23 91.19 

Report Card Grade B A B B 


(Today) 

85.23 92.43 

89.43 

B 

Calculation of YTD: 3+4+3+3 = 13/4 = 3.25 


in Q3) 

YTD 

Grade 

3.25 

B 

Note: In this scenario since the grade is based on report card grades, the current 

average in the grade book for Q3 (89.43) is being translated into the letter grade 

for the use in the YTD calculation. 

Numeric Grades on Report Card and Final Grade Based on Report Card Grades 




85.23 91.19 

Report Card Grade 85 91 82 86 


(Today) 

85.23 92.43 89.43 

Calculation of YTD: 85+91+82+89 = 347/4 = 86.75 


in Q3) 

YTD 

Grade 

87 

B 

Note: In this scenario since the grade is based on report card grades, the average 

saved on the report card for Q2 (91) is being used in the YTD calculation; even 

though, changes have been made in the teacher’s grade book. 

Note: Since this calculation can be affected in the first half of the school year, you 

may choose to wait until the second half of the year to enable it. For example, if a 

student gets a 95% for Q1 but misses the first assignment in Q2, the YTD 

calculation is now using 95+0 (or with letter grades 4+0) in its calculation resulting 

in 47.5% (or with letter grades 2.0) displaying as the YTD grade both in the 

teacher’s grade book and Classic ParentAccess. 

Once the YTD calculation has been enabled in the report card, grade books must be recalculated 

to reflect the YTD average. Upon recalculation, the YTD average displays on the Class 

Dashboard and Assignment Marks screen when users hover over student names and on the 

Grade Book Grid, Report Card Entry screen and Averages section of the Student tab on Classic 

ParentAccess. 

If you are building traditional report cards, Year To Date Calc displays in the Web site banner. You 

must assign calculations and possibly assessments depending on the calculation method you 

selected on the General tab for which you want a cumulative year-to-date average to display in 

teachers' grade books. If you selected Advanced Calculations, the calculations set up on the 

System Calcs tab are available on the Year To Date Calc tab. If you selected Basic Calculations, 



the reporting periods set up on the Average Calcs tab and the assessments set up on the 

Assessments tab are available on the Year To Date Calc tab. 

1. If you selected Advanced Calculations as the Average Calculation Method on the General 

tab, on the Year To Date Calc tab in the Calculation list, select the appropriate 

calculation, and then proceed to step 3. 

Note: You can only select one calculation at a time to be used in the YTD 


2. If you selected Basic Calculations as the Average Calculation Method on the General tab, 

in the first list, select the appropriate calculation and, in the second list, the appropriate 

assessment. 

3. Next to the Enable Year to Date calculation on teacher gradebooks option, select the 

check box. 


The following message displays, “It is recommended that gradebooks that use this report 

card be recalculated by clicking here.” See “Recalculate Grade Books.” 

Clicking Here Link on the Year To Date Calc Tab 

5. To proceed to compile the report card, click the Compile tab. If you are printing report 

cards, in the Web site banner, click the Template tab to proceed to format your report card 

template. See “Compile Report Cards.” 

Format Report Card Templates 

You can create a customized template that determines how information displays on your printed 

report card. If you do not choose a template size and layout option on the General tab, the 

Template tab does not display in the Web site banner. 

Numerous template pieces are available to be used with each template size and layout option. For 

a complete list of template pieces, see “Appendix A: Report Card/Interim Templates.” To format 

the report card as desired, you must select the appropriate template piece and assign the order 

in which you want it to display on the report card. 

If your school district requires multiple school buildings to use the same report card, you can save 

time by copying the template from an existing report card that uses the same template and then 

modifying it, as needed. 

1. On the Templates tab in the Option column, select the File Header template piece. 



Note: The File Header template piece MUST be the first piece in the list, and at 

least, 1 must be entered in the Rows After column. 

2. In the Seq# column, type 10 or 100. 

Note: It is recommended to use sequence numbers in increments of 10 to allow 

new numbers to be inserted between existing numbers. 

3. In the Option column, select the template piece that you want to display at the top of the 

report card. 

Note: The template pieces that display in the Option column vary depending on 

the template size and layout option selected on the General tab. 

4. In the Seq# column, type a sequence number that represents the order in which the 

template piece should display on the report card. 

Template Tab on the Report Card Screen 

5. In the Course list, select the course to which that template piece applies. 

Note: All Classes is the default option. If you select nothing in the Course list it is 

the same as if you selected All Classes. 

Note: GradeBook prints a Marks template piece for each course name specified 

and in the sequence order assigned on the Courses tab if you select All Classes 

or blank in the Course list. To ensure courses display in the desired order and 

column format on the report card, select an individual course to be used with a 

Marks template piece. 

6. While formatting the report card template, you may perform any of the following optional 

steps: 

• To apply the desired font to the text in the Font column, select one of the following 

options: 

• Arial 

• Times 



• Verdana 

• To apply a point size, in the Size column, select a point size option. 

Note: The default point size is 10; however, sizes range from 2 to 20 points. 

• To apply bold to the text, in the B column, click the check box. 

• To apply italic to the text, in the i column, click the check box. 

• In the Rows After column, type a number that represents the number of blank lines to 

display after each template piece. The default number of rows after is 1. 

Note: You may adjust the number of rows between template pieces as you 

modify the report card. 

Note: It is not recommended to enter 0 in the Rows After column when using any 

of the Marks template pieces that span multiple columns or multiple pages. 

• To display the teacher’s last name next to the course name, above the Save button, 

in the Print Teacher Names option, select the check box. 

Seq# Column on the Template Tab 

7. To continue building the report card template, repeat step 3 through step 6 to add 

template pieces, as needed. 

8. Select the Page Break template piece. 

Note: The Page Break template piece MUST be the last piece in the list to allow 

separation between student’s report cards. 


10. To view the report card layout, click the Preview link. 

11. On the File Download window, click Open to view the template in a separate browser 

window, or click Save to save the report card file on your hard drive or server. 

Note: A blank page displays in the rtf file in Preview mode but does not actually 

print. 

12. Review the report card layout, and then close the report card preview window. 



Report Card in RTF Format Example – Page 1 

Report Card in RTF Format Example – Page 2 

13. On the Template tab, make any necessary adjustments to the template, and review the 

report card layout as many times as is necessary. 

Note: You can preview a report card at any time without opening it from the 

Report Cards screen by clicking 

in the Actions column. 

14. In the Web site banner, click Mappings to proceed to associate assessments with the 

appropriate mapping identifiers. 

Associate Assessments with Mapping Identifiers in Reporting Periods 

To instruct GradeBook where the appropriate place is to put calculated attendance assessments, 

comments and End of Year Placement assessments on the report card, you must associate the 

specific assessment with a mapping identifier for each reporting period. The mapping identifier is 



a code in the report card template that places the assessment in the appropriate template piece 

on the report card. By default, all course assessments are printed in the marks template piece. If 

you use letter or word recognition template pieces, you must map the letter/word assessments to 

the template pieces. 

1. On the Mappings tab, if you are creating traditional report cards, proceed to step 2. If you 

are creating standards-based report cards, in the Course list, select the appropriate 

course that includes the assessments to be mapped. 

2. In the Quarter/Reporting Period list, select the appropriate mapping identifier for each 

assessment. For example, you may select #Absent1# for the Days Absent assessment in 

the Quarter 1 list, #Absent2# in the Quarter 2 list, etc. 

Note: Mapping identifier options vary depending on the template being used. 

Note: If you have created multiple comment assessments, you can associate the 

same mapping identifier for multiple comment assessments in a class in a 

reporting period. 


Mappings Tab on the Report Card Screen 

4. To continue associating assessments with mapping identifiers in the same course, repeat 

step 2 through step 3. 

5. In the remaining courses, continue associating assessments with mapping identifiers 

until you have associated assessments with mapping identifiers for all the courses that 

display on the report card. 

6. If you are creating standards-based report cards, in the Web site banner, click Messages 

to proceed to add messages to your report card. 

Add Messages to Report Cards 

You may add custom text that appears on all students’ report cards such as an explanation of the 

grades used, a message to the parents from the school district or simply the report card title. The 

numbered message fields on this screen correspond to the numbered message template pieces 

used on the Template tab. 

1. On the Messages tab in the Message fields, type your desired descriptions, as needed: 



• Report Card Title – Text entered displays as part of the School Header template 

piece. 

• Message fields – Text entered displays with the corresponding numbered Message 

template piece. 

• Additional Mark Explanations – Text entered displays with Index template piece. 

Note: To force a line feed or line break at the end of a line of text, enter the .rtf 

code { \par}. Ensure to include the opening and closing brackets { } around the 

code to prevent errors. 


Messages Tab on the Report Card Screen 

3. In the Web site banner, click the Preview link to ensure the message text entered displays 

on the correct area of the report card. 

Note: The corresponding Message template piece must be added in the 

appropriate order on the Messages tab for the message to appear on the printed 

report card. 

4. In the Web site banner, click Compile to proceed to compile the report card. 

Compile Report Cards 

The report card or interim must be compiled successfully before teachers can use it to enter 

grades on the Report Card Entry screen. GradeBook runs numerous verifications to ensure the 

report card is set up properly. Once the report card has been compiled, each time it is changed, 

it must be recompiled. The status displays in the Compile Results column on the Report Cards 

screen. You can easily see if the report card contains warnings or errors. 

1. On the Web site banner, click the Compile link. 

The compiled report card or interim displays in a separate browser window listing any 

warnings or errors that were detected during compilation. A reference number displays 

next to the description of each warning or error. This reference number is used for 

troubleshooting purposes by GradeBook Support personnel. The following warnings 

and/or errors may occur: 

• Warning – Potential errors were found during compilation, but teachers can use the 

report card to enter grades on the Report Card Entry screen. It is recommended to 

investigate the warnings and try to correct any issues. 



• Critical error – Errors were found during compilation that prevent the report card 

from displaying and teachers from entering grades on the Report Card Entry screen 

until they are corrected. 

• Severe error – Errors were found during compilation that prevent teachers from 

entering grades on the Report Card Entry screen until they are corrected. 

If there are no warnings or errors, the following message displays. “Congratulations, no 

errors were found! The report card compiled successfully.” Proceed with step 7. 

2. If there are any warnings or errors, review the description, and then click the Go link. 

Error and Warning Messages after Compile 

The screen where the issue occurred that caused the warning or error displays behind the 

Compiled Report Card/Interim screen. 

3. Troubleshoot the issue(s), as needed. 

4. Return to the Compiled Report Card/Interim screen, and then click Refresh. 

If the warning or error was corrected, it does not display in the list. Proceed with step 5. If 

the warning or error was not corrected, repeat step 2 through step 4 until the issue is 

corrected. If you cannot correct the issue, follow your appropriate GradeBook support 

channel. 

5. On the Web site banner, click the Compile link again. 

6. If the report card compiled without critical or severe errors, close the Compile Report 

Card/Interim screen. 

7. On the Web site banner, click the General tab. 

8. In the Select the report card mode option, select Active to make the report card available 

to teachers to enter grades. 


10. On the Web site banner, click the Compile link for the final time. 

11. Close the Compile Report Card/Interim screen. 

Note: If you have to make changes to a report card in Active mode, you must first 

change the report card mode to Testing. 



Note: You can compile a report card without opening it on the Report Cards 

screen by clicking the Compile All Active Changed Report Cards link or by clicking 


Set Up Multiple Grade Books for Standards-Based Report 

Cards 

If your district uses standards-based report cards, at the beginning of the school year you can set 

up teachers' grade books to automatically apply the Grading Scale Custom Setup 2 option. This 

can help prevent mistakes in the grading scale process and the problems than can happen as a 

result. You can use the Grade Book Configuration Utility to do the following actions: 

• Set the Grading Scale Setup option to Custom Setup 2 for all classes that are associated 

with the courses attached to the specified report card on the Courses tab. By default, this 

utility will only change the setup of classes that have not yet been changed from the 

Default Grading Scale Setup option. 

• Set the report card option within the Custom Setup 2 configuration for these classes to 

the report card for which the utility is run. 

• Set the grading scales and default calculations selected on the Assessments tab in the 

specified report card for each class based on the course to which it is associated. Also, 

you have the option to select near the bottom of the screen the default assessment, 

which will be used when running the GradeBook Configuration Utility. 

Note: The assessments that appear on the Assessments tab in the Default 

Assessment drop-down list are assessments that are selected on the 

Requirements tab. 

The utility will use all of the following logic to determine which classes it configures to the Custom 

Setup 2 grading scale option: 

• Standard settings include only classes that remain on the default grading scale option, 

meaning the teacher has not yet attempted to the grading scale configuration. 

• If the Override option is selected in the utility, it will reset classes that have already been 

set up to a grading scale option. 

• Only classes associated with the courses that are associated with the course groups for 

that report card. 

• A course group must have at least one assessment that has a default grading scale set. 

The following tips may be useful when using the Grade Book Configuration Utility: 

• The utility can be run again with the default settings to set up newly added classes or to 

add new report card assessments that were added to the report card after initial 

configuration. 

• The utility would need to be run with the Override option on if a change was made to an 

existing report card assessment and you wanted to update teachers’ grade books. 

Although, this would result in resetting any changes teachers may have made to their 

grading scales and/or calculation methods. 

After the utility has been run to set up teachers’ grade books, it can be run again to set up new 

classes that have been added to the system or to add Assessments and their respective grading 



scales and calculations that were added to the report card. By default, this subsequent use of the 

utility will not affect classes that have already been set up. 

If the report card is set to not allow school administrators to update the report card setup, then 

users with the School Administrator privileges cannot use the Grade Book Configuration Utility. 

Make sure the report card is set to Elementary and Active before you begin. 

1. On Report Cards screen in the Actions column, click for the report card being 

configured. 

2. On the Standards Based Grade Book Configuration Utility window, to simply set up 

teachers' grade books that were not previously set up to use the Grading Scale Custom 

Setup 2 option or to add new assessments to report cards already being used in teacher's 

grade books, click Configure Grade Books. 

A message displays when the configuration has been completed successfully. 

3. To update modified assessments for report cards already being used in teachers' grade 

books, select Override the teachers' grade book setup, and then click Configure Grade 

Books. 

Any grading scales and calculation methods teachers had selected manually will be 

overridden. 

4. Close the Standards Based Grade Book Configuration Utility window. 

Override the teacher’s grade book setup Option on the Grade Book 

Configuration Utility Window 

Copy Report Cards 

If your school district requires multiple school buildings to use the same report card, you can save 

time by copying an existing report card and then modifying it as needed. 

1. On the Report Card screen in the Actions column, click next to the report card you 

want to copy. 

The copied report card displays in the next row with (Copy) appended to the name. 



2. Next the copied report card, click to open it. 

3. On the General tab in the Enter a name for the report card field, change the name. 

4. On the this tab, continue to make any necessary changes to the report card. 


6. In the Report Card Builder on the other tabs, continue to make any necessary changes. 

Delete Report Cards 

You may delete a report card if you make a mistake while you are building it or have an unwanted 

copy of a report card. If the report card has been used, you must first delete the marks associated 

with it in the Student Report Mark table in the GradeBook database. Then you can return to 

GradeBook to delete the report card. If you are not familiar with working with the Student Report 

Mark table, contact your appropriate GradeBook support channel for further assistance. 

1. On the Report Card screen, click next to the report card you want to delete to open it. 

2. On the Report Card Screen near the bottom of the screen, click the Delete link. 

3. On the Confirmation window, click OK. 





General Maintenance 

This chapter will assist you with the set up of your district’s data integration system and associating 

district grade levels to state grade levels. In addition, you will learn how to check your district’s 

current software version, recalculate grade books, permanently delete students as well as update 

your email address and change your password. 

Check Software Version 

You can view the most current GradeBook software version. 

1. On the Administrator Home Page under Tools, click Check Software Version. 

On the Software Version screen, the first three digits that display under the Website 

Version represent the version of the software application that your district is currently 

using. For example, 7.1.2 is the current Website Version in “Software Version Screen.” 

The subsequent numbers are meaningful only to GradeBook staff. 

The Database Upgrade History displays all of the versions and dates that have been 

installed to the GradeBook database. 

Software Version Screen 

2. Review the screen, and to return to the Administrator Home Page, click Home. 

Recalculate Grade Books 

GradeBook calculates teacher grade books automatically by default. However, it may be 

necessary to recalculate teacher grade books manually, if for example, changes are made to 

grading scales. 

1. On the Administrator Home Page under Tools, click Recalculate Gradebooks. 

2. On the ReCalculate Gradebooks screen in the School list, select the appropriate school. 



3. In the Period list, select the appropriate reporting period. 

4. In the Scale list, select the appropriate grading scale. 

ReCalculate Gradebooks Screen 

5. Click ReCalculate. 

The Gradebook Calculation Progress window displays showing a progress bar of the 

percentage complete. 

Gradebook Calculation Progress 

Window 

Note: When the grade books are recalculating, users can navigate to other 

screens in GradeBook as long as the progress window remains open; however, 

users cannot recalculate another school, scale or period while grade books are 

recalculating. 

Note: Recalculation could take several minutes depending on the number of 

teacher grade books being recalculated and the speed of your network 

connection. 

Delete Students 

The Delete Students option allows you to delete numerous students at once or individually from 

GradeBook. This option permanently deletes all data associated with a student, so you must 

carefully review the classes, assignment marks, report card marks, forms and homeroom 

attendance marks before deleting. Many different search options are available to assist in finding 

the correct students to delete. 


Delete Students Individually 


1. On the Administrator Home Page under Tools, click Delete Students. 

2. On the Delete Students screen, search for the student whom you want to delete. 

a. In the School list, select the appropriate school building, and then click Search. 


information in the Grade, HR, ID or Last Name fields. 

b. To narrow the search results, perform any of the following optional steps: 

• In the Grade list, select the grade level of the student for whom you are searching. 

• In the HR list, select the homeroom of the student for whom you are searching. 

• In the ID list, type the student’s identification number. 

• In the Last name field, type the student’s last name or partial last name for whom 


A list of students displays that matches the search criteria entered. If the student has 

Special Services forms, displays next to the student’s name. You can place your 

cursor over the icon to view the number of forms associated with the student. 

3. In the Delete? column, click the check box for the student(s) you want to delete. 

Note: If you select the Delete option for a student with SpecialServices forms, a 

warning icon appears. When you hover over the icon, the “This student has SpS 

form(s)” tooltip displays. 

Delete? Column on the Delete Students Screen 

4. Click Review student activity before deleting. 

Note: For students with SpecialServices forms, the “**Warning: The student(s) 

you have selected has SpecialServices forms.**” message displays. 

5. Review the student’s activity, and then click Delete Students. 



6. On the confirmation window, click OK. 

Review Students Before Deleting 

Confirmation Message for Deleting Students 

Mass Delete Students 

You may delete students in GradeBook, but when you do, all the data associated with the students 

is also deleted from the system. For example, you can delete all students who have graduated 

five years ago. 

To return the fewest number of students when searching for students to delete, select as many of 

the available options as possible in the Additional Search Criteria and Sorting Options areas. 

1. On the Administrator Home Page under Tools, click Delete Students. 

2. On the Delete Students screen in the Additional Search Criteria area on the left side of the 

screen in the Enrollment Status list, select the appropriate code. 

3. In one or more of the following lists, select greater than (>), less than (


• HR 

• ID 

• Last System Update 

• Name 

• School 

• Withdrawal Date 

7. Click Search. 

A list of students displays that matches the search criteria entered. If the student has 

Special Services forms, displays next to the student’s name. You can place your 

cursor over the icon to view the number of forms associated with the student. 

8. On the Delete Students screen in the Delete? column, click the check box of the 

student(s) you want to delete. 

Note: If you select the Delete option for a student with SpecialServices forms, a 

warning icon appears. When you hover over the icon, the “This student has SpS 

form(s)” tooltip displays. 

Note: On the Delete Students screen, click the Select All link to select all the 

students in the list to delete. Click Unselect All to deselect all the students. 

Select All and Unselect All Links on the Delete Students Screen 

9. Click Review student activity before deleting. 



Note: For students with SpecialServices forms, the “**Warning: The student(s) 

you have selected has SpecialServices forms.**” message displays. 

10. Review the student’s activity, and then click Delete Students. 

Delete Students Button on the Delete Students Screen 

11. On the confirmation window, click OK. 

“Students successfully deleted” Message 

Associate District Grade Levels with State Grade Levels 

Only school districts that use SpecialServices must associate state grade levels with district grade 

levels in GradeBook to ensure that correct state grade levels are used by SpecialServices for 

state reporting purposes. 

1. On the Administrator Home Page under District Setup, click Grade Levels. 

2. On the Grade Levels screen in the Edit column, click for the district grade level you 

want to associate. 



Grade Levels Screen 

3. In the Code field, enter the appropriate code. 

Note: You can use a two-digit numeric or two-character alphabetic reference that 

matches the grade level in the Code field. For example, you could enter a code of 

01 for grade 1 and a code of KG for Kindergarten. The codes used in the Code 

and Description field can be the same. 

4. In the Description field, enter a grade level’s description. 

5. In the State Grade list, select the appropriate state grade level that you want to associate 

with the district grade level. 

Note: The Transition Year refers to a student grade level that moves from one 

building to another building. This field is no longer used. 


Associate District with State Grade Levels 



7. To continue associating state grade levels with district grade levels, repeat step 2 

through step 6. 

Note: To delete an existing grade level, click in the Delete column in the 

appropriate row. You cannot delete an existing grade level if any data is 

associated with it. 

Update Email Address 

The email address you enter is used mainly for communication purposes. If you are logged into 

GradeBook as a teacher, the email address displays on Classic or Beta ParentAccess. 

1. On the Administrator Home Page under Tools, click Update Email Address. 

2. On the Update Your Email Address window in the Email Address field, type your email 

address. 


4. Close the Update Your Email Address window. 

Update Your Email Address Window 

Password Authentication 

Your district may use Windows (Active Directory) authentication or ProgressBook (Non-Active 

Directory) authentication as the method of validating user identity based on a user name and 

password. Depending on your district’s policy, a single district may even use different 

authentication methods. 

If your GradeBook system is integrated with a student information system, the user names are 

imported from the student information system regardless of the authentication method used. 

To begin using ProgressBook authentication in your district, perform the following procedure. (For 

more information on password settings, see the ProgressBook CentralAdmin User Guide.) 


Enable ProgressBook Authentication 


1. Open SQL Server Management Studio. 

2. In the Object Explorer pane, expand the Databases node. 

3. Expand the pb_master database. 

4. Expand the Tables node, and then open the DistrictLogin table. 

5. Locate the district for which you want to use ProgressBook Authentication, and type PB 

in the LoginMethod field. 

Note: If you are using Windows Authentication, type WIN in this field. 

DistrictLogin Table 

6. Click out of the row to save the changes, and close the DistrictLogin table. 

Change Password 

If your district has enabled the Staff Password Changes option, the Change Your Password link 

displays on your home page. ProgressBook applications recognize each user by individual login, 

so changing your password in GradeBook changes your password in all ProgressBook 

applications. 

1. On the Administrator Home Page, click Change Your Password. 

The CentralAdmin Change Password screen displays. 

2. On the Change Password screen, in the Current Password field, enter your current 

password. 

Note: For ProgressBook authenticated accounts, by default, password 

requirements are eight characters with at least one uppercase letter, one 

lowercase letter, one number and one special character; however, your district 

may have different requirements. 

3. In the New Password field, enter your new password. 

4. In the Confirm New Password field, re-enter your new password. 

5. Click Change Password. 

The system returns you to the Administrator Home Page. 

Note: For ProgressBook authenticated users, by default, you must wait 360 days 

to reuse a password; however, your district may have different requirements. If 



you enter a previously used password, the following message displays: “You 

cannot set the password to a previously used password.” 

Note: For Windows authenticated users, contact your Windows administrator for 

reuse requirements. 

Note: If you enter your current password as your new password, the following 

message displays: “The new password cannot be the same as the old password.” 

Change a Password 

Use GradeBook Help 

GradeBook Help provides overview, procedural and reference information about GradeBook. You 

can click the Help link in the upper-right corner on any GradeBook screen to view the help topic 

related to the screen you are viewing. GradeBook Help displays in a separate browser window 

where you can browse the Table of Contents for specific topic titles, search the Index by using 



keywords or type a word or phrase in the Search field to return a list of related help topics. You 

can print any help topic by clicking 

located in the Navigation pane. 

Table of Contents and Help Topic in GradeBook Help 

Enable Default District ID Setting 

The network or server administrator can enable or disable at any time the ability to automatically 

populate the District ID field on the Login screen with the last district ID that was entered by a user 

when logging into GradeBook. 

The application settings configuration file (appSettings.config) contains GradeBook Web site 

configuration parameters required by ASP.NET pages including automatic population of the 

district ID field setting described as follows. This file is located in the config subdirectory of the root 

directory of the GradeBook Web application. Any changes you make to the appSettings.config file 

affects all GradeBook user accounts in all districts. 

1. On the Web server, in the \config folder, open appSettings.config. 

2. To enable automatic population of the District ID field, locate the remember_district_id 

property, as shown in the following example, and change the value to yes. The default 

value is yes. 

 

3. Save and close appSettings.config. 

4. Restart IIS. 





Reports 

A variety of Classic and Report Builder reports are available on the Administrator Home Page from 

the Run a Report list. Depending on what type of grading scale setup, such as Default, Custom 

Setup 1 or Custom Setup 2, is used in teachers’ classes determines if you can use a Classic or 

Report Builder report. “Types of Reports and Corresponding Grading Scale Setups” displays the 

type of reports that will work with which type of grading scale setup. 

Types of Reports and Corresponding Grading Scale Setups 

Report 

Default and Custom 

Setup 1 

Classic Reports 

Daily ProgressBook Attendance Yes Yes 

Ineligibility Report Yes Yes 

Lunch Counts Yes Yes 

Period Attendance Yes Yes 

Period Attendance Audit Yes Yes 

Parent Access Login Activity Audit Yes Yes 

Posted Homework & Marks To Web 

Audit 

Yes 

No 

Report Card Verification Yes Yes 

Report Cards Yes Yes 

Staff Attendance Audit Yes Yes 

View Saved Reports Yes Yes 

Report Builder Reports 

Class Assignment Marks Admin Yes Yes 

Homework and Marks Posted to Parent 

Access Admin 

Yes 

Yes 

Report Card Marks Admin Yes Yes 

Section Info Meeting Times Yes Yes 

Student Daily Attendance Yes Yes 

Student Demographics Yes Yes 

Student Section Enrollment Yes Yes 

YTD (Year to Date) Final Grade Admin Yes No 

Custom Setup 2 


Reports 

Report Builder Reports 

This section describes how to generate user-defined Report Builder reports through the selection 

of numerous filter options as well as numerous column options for displaying reports results. Once 

you have selected the desired settings, you can save the report with those settings and 

individualized name to use in the future. For information on managing Report Builder reports and 

users’ access to the reports, as well as guidelines on creating custom reports in Microsoft SQL 

Server Report Builder 2.0 for use in GradeBook, refer to the ProgressBook Report Builder 

Management Guide. 

The following Report Builder reports are available to users with master and school administrator 

privileges on the Administrator Home Page: 

• Class Assignment Marks Admin – For Default and Custom Setup 1 teachers’ classes, 

the report displays class assignment mark information for individual or multiple teachers’ 

classes in individual or multiple reporting periods, and for Custom Setup 2 teachers’ 

classes, it displays class assignment assessment mark information for individual or 

multiple teachers’ classes in individual or multiple reporting periods. 

• Homework and Marks Posted to Parent Access Admin – Displays assignments and 

assignment types for a school grouped by teacher and class within a date range with an 

indication of whether or not marks are posted to Classic and Beta ParentAccess. 

• Report Card Marks Admin –Provides numerous options for presenting report card 

information for individual or multiple teachers’ class(es). While this report is designed 

similarly to secondary report cards, it can also be used to view report card grades for 

elementary classes. For example, you can apply specific filter options to create a report 

that displays students with grades above or below a grade threshold. 

• Section Info Meeting Times – Displays class records for individual or multiple schools in 

the Sif tables and in ProgressBook tables, if the data exists. 

• Student Daily Attendance – Displays student and daily attendance records for 

individual or multiple schools in the Sif tables and in ProgressBook tables, if the data 

exists. 

• Student Demographics – Provides numerous options for displaying student 

demographic information for individual or multiple teachers’ classes, class groups or 

homerooms. 

• Student Section Enrollment – Displays students’ class records for individual or multiple 

schools in the Sif tables and in ProgressBook tables, if the data exists. 

• YTD Final Grade Admin – Provides numerous options for displaying year to date grade 

information for students in a teacher’s class or class group. The YTD Final Grade Report 

can only be used on classes where the YTD Grade calculation has been enabled on the 

report card for the class. This report cannot be used on classes using standards-based 

grading. 

Naming conventions for reporting periods such as Quarter, Period, Marking Period, Grading 

Period, etc., on the Report Viewer screen are defined by the school district. 

The appearance of this icon 

in the top right corner of the banner indicates that the report is 

a core report—provided by ProgressBook—or a user-defined version of a core report. This icon 

does not display for add-on reports—reports that have been customized and then uploaded by 

your support staff. 


Reports 

Once you have generated the report, numerous features are available as shown in “Report Builder 

Report Options.” 

Feature 

Report Builder Report Options 

Description 

Click this icon to view the report. 

Click this icon to view the report. 

Click this icon to show report headers, required parameters, optional filters and 

columns. 

Click this icon to hide report headers, required parameters, optional filters and 

columns. 

Click this icon to save the report with the selected parameters, filters and 

columns, type the unique report name in the New report name field and click 

Save. 

Click this icon to navigate to a specific student on the report. This icon opens the 

Document Map pane where you can choose a student’s name. This feature is 

only available when using Internet Explorer. 

Click this icon to navigate to the next page in the report. 

Click this icon to navigate to the last page in the report. 

Click this icon to navigate to the previous page. 

Click this icon to navigate to the first page. 

Type the page number in the field, and then press . 


Reports 

Feature 

Report Builder Report Options 

Description 

Select the desired percentage in the list that represents the display size. This 

feature is only available when using Internet Explorer. 

Type the word or phrase in the blank field next to Find, and click Find. Click Next 

to search for next instance of the word or phrase. This feature is only available 

when using Internet Explorer. 

Select the desired format in the list, and click Export. When prompted, click either 

Open or Save. If you select Open, the report opens in the software application 

associated with the file format you selected. You must have the appropriate 

application installed on your computer to read and modify the report file. The 

following file formats are available: 

• XML File with Report Data – Extensible Markup Language file format viewed 

in a Web browser with only data; there is no page formatting, headers, footers, 

lines or graphic images. 

• CSV – Comma-separated values file format in plain text format. 

• Acrobat (PDF) File – Portable document file format than can be viewed in 

Adobe Reader but not edited. 

• MHTML (Web Archive) – Short for MIME HTML file format and also referred to 

as MHT. This is a Web page archive format used to bind images, Flash 

animations, Java applets, audio files, etc., together with HTML code into a 

single file. This file format can be viewed in a Web browser and is supported in 

the following browser versions: Internet Explorer 5.5 and later, Firefox 1.5 and 

later and Safari 3.0 and later. 

• Excel – Format provides full functionality of Microsoft Excel. 

• TIFF – Large graphic file format that may take longer to open than other file 

types and cannot be edited. 

• Word – Format provides full functionality of Microsoft Word. 

Click this icon to print the report. If prompted to install SQL Server Reporting 

Services 2008 ActiveX control, continue to install it on the computer, so you can 

print the report. The print feature is only available when using Internet Explorer. If 

you are not able to install the ActiveX control, proceed to export the report to an 

acceptable file format, and then print the report from that software application. 

Click this icon to sort the columns in ascending or descending order. 

Click this icon to delete any report you have customized. Click this icon under the 

report name in the Reports list on the Class Dashboard or Teacher Home Page. 


Class Assignment Marks Admin Report 

Reports 

For Default and Custom Setup 1 teachers’ classes, the report displays class assignment mark 

information for individual or multiple teachers’ classes in individual or multiple reporting periods, 

and for Custom Setup 2 teachers’ classes, it displays class assignment assessment mark 

information for individual or multiple teachers’ classes in individual or multiple reporting 

periods.This report is available to users with master, school administrator, school support and 

principal privileges. Users logged in with School Support privileges, must access the report from 

the Principal Home Page. 

1. On the Administrator Home Page in the Run a Report list, select Class Assignment 

Marks Admin, and then click Run. 

2. On the GradeBook Report Viewer window, enter the name of the report in the Report 

Header field. Class Assignment Marks displays by default, but you may change the name, 

if desired. 

3. In the Set Required Parameters area, select the appropriate teacher(s) in the Teacher(s) 

list. 

Note: For users logged in with school administrator, school support or principal 

privileges, only the teachers in the school buildings to which you have access 

display in the list. For users logged in with master privileges, all the teachers in all 

the school buildings display. 

Note: If there are no available choices in which to select, then No teacher 

available displays with a red background. 

4. In the Set Required Parameters area, select the appropriate reporting period(s) in the 

Reporting Period(s) list. 

Note: If there are no available choices from which to select, then No reporting 

period available displays with a red background. 

5. Select one of the following Include Hidden Student(s) options: 

• Yes – Include students that have been hidden from a teacher's class roster. 

• No – Do not include students that have been hidden from a teacher's class roster. 

6. In the Set Optional Filters area, select the appropriate option(s) in the Field Name list. See 

“Class Assignment Marks Admin Report – Field Name Options” for descriptions of all the 

available options. 

7. Select one of the following options in the Operation list if it is available. The available 

options may vary depending on the option you selected in the Field Name list. 

• Is Equal To 

• Is Not Equal To 

• Is Less Than 

• Is Less Than or Equal To 

• Is Greater Than 

• Is Greater Than or Equal To 

• Is Before 

• Is Before or On 


Reports 

• Is After 

• Is After or On 

• Begins With 

• Does Not Begin With 

• Ends With 

• Does Not End With 

• Contains 

• Does Not Contain 

• Has A Value 

• Does Not Have A Value 

8. Type the appropriate value in the Value field. 

Note: The available options and acceptable values vary depending on the option 

you selected in the Field Name list. You may be able to enter only alphabetical or 

only numeric characters depending on the option you selected in the Field Name 

list. If you selected an option in the Field Name list that ends in “Indicator,” then 

you must select the Yes or No option in the Value field. If you selected an option 

in the Field Name list that requires a date, a calendar becomes available in the 

Value field. If you selected Has a Value or Does Not Have a Value in the 

Operation list, then the Value field is not available. 

Class Assignment Marks Admin Report 

9. Specific selected columns indicated by a check mark display on the report by default. If 

you have selected specific filter options in the Field Name list and you want that 

information to display on the report, make sure to select the corresponding column name 

in the Columns list. Options in the Field Name list that end in “Indicator” do not have a 

corresponding column to display. 

10. Click View Report. 

The report displays at the bottom of the window. 


Reports 

Note: The field or list displays red indicating an unacceptable value was entered 

or a required field was left blank. 

11. To save the report with your selected parameters, filters and columns, click Save 

Setup As. On the Save Setup As window in the New report name field, type the unique 

report name, and in the New description field, type the description of the report. Then, 

click Save. 

The following message displays at the bottom of the window, “Report setup saved 

successfully.” 

Assigned Date 

Class Assignment Marks Admin Report – Field Name Options 

Option 

Description 

Assignment Missing Indicator 

Assignment Missing Status 

Name 

Assignment Name 

Assignment Past Due Indicator 

Assignment Past Due Status 

Name 

Assignment Type Code 

Assignment Type Name 

Assignment Type Weight 

Assignment Weight 

Class Enrollment Status Name 

Class Name 

Due Date 

Exclude Mark from Class 

Indicator 

Exclude Mark from Class Status 

Name 

Exclude Mark from Student 

Indicator 

Exclude Mark from Student 

Status Name 

Grade Level Name 

Date the assignment was assigned. 

Indicates whether the assignment is missing. If you select this 

option, you must select Yes or No in the Value field. 

Indicates whether the assignment is missing. If you select this 

option, you must type Missing in the Value field. 

Name of the assignment. 

Indicates whether the assignment is late. If you select this option, 

you must select Yes or No in the Value field. 

Indicates whether the assignment is late. If you select this option, 

you must type Past Due in the Value field. 

Code representing the assignment type associated with the 

assignment. 

Assignment type associated with the assignment. 

Weight of the assignment type associated with the assignment. 

Weight of the assignment. 

Indicates whether the student is active in the class. If you select 

this option, you must type Active, Withdrawn or Future in the 

Value field. 

Name of class in which the student is enrolled. If no class name 

is assigned, then course name and section display. 

Date the assignment is due. 

Indicates the assignment was excluded from students' averages 

for the entire class. If you select this option, you must select Yes 

or No in the Value field. 

Indicates the assignment was excluded from students' averages 

for the entire class. If you select this option, you must type 

Exclude in the Value field. 

Indicates the assignment was excluded from an individual 

student's average. If you select this option, you must select Yes 

or No in the Value field. 

Indicates the assignment was excluded from an individual 

student's average. If you select this option, you must type 

Exclude in the Value field. 

Grade level in which the student is enrolled. 


Reports 

HomeRoom ID 

Mark Comment 

Mark Earned 

Mark Letter Grade 

Mark Value 

Possible Points 

Reporting Period Long Name 

Reporting Period Short Name 

Roster Order 

Student Assignment Type 

Average 

Student Assignment Type Mark 

Student Group Name 

Student Hidden Indicator 

Student Hidden Status Name 

Student ID 

Student Name 

Student Reporting Period 

Average 

Student Reporting Period Mark 

Teacher Names 

Class Assignment Marks Admin Report – Field Name Options 

Option 

Description 

Code that identifies the homeroom to which the student is 

assigned. 

Comment made by the teacher about the assignment. 

Mark given by the teacher for the assignment. 

Letter grade equivalent to the mark earned on the assignment 

based on the grading scale used. 

Numeric mark equivalent to the mark earned on the assignment 

based on the GUI option of the mark type used by assignment 

type for that assignment. 

Total value of the assignment. 

Name of the reporting period, which is based on the Term Begin 

and Term End dates, specified on the Reporting Periods screen. 

Short name of the reporting period as specified on the Reporting 

Periods screen and used in the Grading Period list on the Class 

Dashboard and Report Card Entry screen. 

Order in which the class was assigned on the Class Roster 

screen. 

Average of the assignment type associated with assignment. 

Mark equivalent to the average of the assignment type 

associated with assignment. 

Name of student group within a class. 

Indicates the student is hidden in the class. If you select this 


Indicates the student is hidden in the class. If you select this 

option, you must type Hidden in the Value field. 

District code that identifies the student. 

Full name of the student. 

Student's average in the class in the reporting period. 

Mark equivalent to the student's average in the class in the 


Name of the primary teacher associated with the class. 

Homework and Marks Posted to Parent Access Admin Report 

The Homework and Marks Posted to Parent Access Admin Report displays assignments and 

assignment types for a school grouped by teacher and class within a date range with an indication 

of whether or not marks are posted to Classic and Beta ParentAccess. 

1. On the Administrator Home Page in the Run a Report list, select Homework and Marks 

Posted to Parent Access Admin, and then click Run. 

2. In the Report Header field, enter the name of the report. Homework and Marks Posted to 

Parent Access - Administrative displays by default, but you may change the name if 

desired. 


Reports 

3. In the Select Required Parameters area in the School Name list, select the appropriate 

school. 

Note: Only the schools to which you have access display in list. 

Note: If there are no available choices from which to select, then No school 


4. Click in the Start Date field, and choose a date from the calendar. 

5. Click in the End Date field, and choose a date from the calendar. 

6. In the Published Marks to Web option, select one of the following options: 

• Yes - Displays assignments in which marks were posted to Classic and Beta 

ParentAccess. 

• No - Displays assignments in which marks were not posted to Classic and Beta 

ParentAccess. 

7. In the Published Assignment To Homework option, select one of the following options: 

• Yes - Displays only classes in which homework and assignment marks were posted 

to Classic and Beta ParentAccess. 

• No - Displays only classes in which homework and assignment marks were not 

posted to Classic and Beta ParentAccess. 

8. In the Set Optional Filters area, select the appropriate option in the Field Name list. See 

“Homework and Marks Posted to Parent Access Admin Report – Field Name Options” for 

descriptions of all available options. 





• Is Before 

• Is Before Or On 

• Is After 

• Is After Or On 



• Ends With 


• Contains 


• Has a Value 

• Does Not Have a Value 





Reports 





Value field. If you selected Has a Value or Does Not Have a Value in the 









click Save. 

13. The following message displays at the bottom of the window, “Report setup saved 


Homework and Marks Posted to Parent Access Report Viewer Window 


Reports 

Homework and Marks Posted to Parent Access Report in PDF Format 

Homework and Marks Posted to Parent Access Admin Report – Field Name Options 

Option 

Description 

Assignment Date 

Date of the assignment. 

Assignment Name 

Name of the assignment. 

Assignment Type Name 

Name of the assignment type. 

Class Name 

Name of the class. 

Due Date 

Date the assignment is due. 

Floating Indicator 

Indicates if this is a floating assignment. 

School Name 

Name of the school. 

Teacher Name 

Name of the teacher. 

Report Card Marks Admin Report 

The Report Card Marks Admin report provides numerous options for displaying report card mark 

information for individual or multiple teachers in individual or multiple reporting period(s). 

This report is available to users with master, school administrator, school support and principal 

privileges. Users logged in with School Support privileges, must access the report from the 

Principal Home Page. 

1. On the Administrator Home Page, select Report Card Marks Admin in the Run a Report 

list and then click Run. 


Header field. 


Reports 

Report Card Marks displays by default, but you may change the name if desired. 

3. In the Set Required Parameters area, select the appropriate report card in the Report 

Card list. 

Note: If there are no available choices in which to select, No report card available 

displays with a red background. 

4. In the Set Required Parameters area, select the appropriate teacher(s) in the Teachers 

list. 

Note: Only the teachers in the schools to which you have access display in the 

list. 

Note: If there are no available choices from which to select, No teacher available 


5. In the Set Required Parameters area, select the appropriate reporting period(s) in the 

Reporting Period(s) list. 

Note: If there are no available choices in which to select, No reporting period 


6. Select one of the following Include Hidden Student(s) options: 

• Yes – Include students that have been hidden from a teacher's class roster. 

• No – Do not include students that have been hidden from a teacher's class roster. 


“Report Card Marks Admin Report – Field Name Options” for descriptions of all the 






• Is Before 


• Is After 





• Is Great Than or Equal To 



• Ends With 


• Contains 


Reports 





Note: The available options and acceptable values in the Value field may vary 

depending on the option you selected in the Field Name list. You may be able to 

enter only alphabetical or numerical characters depending on the option you 

selected in the Field Name list. If you selected an option in the Field Name list that 

ends in “Indicator,” then you must select the Yes or No option in the Value field. If 

you selected an option in the Field Name list that requires a date, a calendar 

becomes available in the Value field. If you selected Has a Value or Does Not 

Have a Value in the Operation list, then the Value field is not available. 

Note: You cannot select any columns in the Add & Remove Columns area; 

however, the Student Name, Course, Assessment and Reporting Period columns 

display by default on the report. Options in the Field Name list that end in 

“Indicator” do not have a corresponding column to display. 

Report Card Marks Admin Report 








Reports 


click Save. 



Assessment Name 

Assessment Order 

Birth Date 

Report Card Marks Admin Report – Field Name Options 

Option 

Description 

Class Enrollment Status Name 

Counselor Name 

Course Abbrev Name 

Course ID 

Course Name 

Course Short Name 

Course Ungraded Indicator 

Enrollment Date 

Enrollment Status Code 

Exclude from Parent Access 

Indicator 

Gender Code 

Interim End Date 

Mark 

Mark Point Value 

Parent Access Disabled Indicator 

Reporting Period Calculation 

Code 

Reporting Period End Date 

Name of assessment as it displays on the report card. 

Order in which the assessment is displayed on the report card. 

Date of birth of the student. 

Indicates whether the student is active in the class. If you select 

this option, you must type Active, Withdrawn or Future option in 

the Value field. 

Name of the guidance counselor assigned to the student. 

Abbreviation of course name as specified on the Update Course 

window. 

District identification code that represents the course. 

Name of course as specified on the Update Course window. 

Short name of course as specified on the Update Course 

window. 

Indicates whether the course is ungraded as specified on the 

Update Course window. Usually study halls and lunch are 

specified as ungraded courses. If you select this option, you 

must select Yes or No in the Value field. 

Date on which the student enrolled in the school. 

Code that represents whether the student is active or inactive in 

the school in which the student is enrolled. 

Indicates whether or not the report card has been designated to 

display in Classic and Beta ParentAccess. If you select this 


Code that represents whether a student is female or male. 

Last date of the interim as specified on the Reporting Periods 

screen. 

Grade entered for an assessment on the Report Card Entry 

screen. 

Numeric mark point equivalent to the grade entered for an 

assessment on the Report Card Entry screen based on the 

grading scale selected for the report card. 

Indicates whether the student's information has been disabled 

Classic and Beta ParentAccess . If a parent account is 

associated with multiple student accounts, the parent account 

can still access the other student accounts. If you select this 


Code that represents the calculation method selected for each 

grade calculation method as specified on the System Calcs tab 

in the Report Card Builder. 

Last date of the reporting period as specified on the Reporting 

Periods screen. 


Reports 

Reporting Period Name 

Reporting Period Order 


Reporting Period Start Date 

Reporting Period Type Code 

Staff ID 

Student First Name 

Student ID 

Student Last Name 

Student Middle Name 

Student Name 

Teacher First Name 

Teacher Last Name 

Teacher Name 

Report Card Marks Admin Report – Field Name Options 

Option 

Description 

Name of the reporting period as specified on the Reporting 


Order in which the reporting periods display on the report card as 

specified on the Periods tab in the Report Card Builder. 




First date of the reporting period as specified on the Reporting 


Code that indicates whether Gradebook Range was selected for 

the reporting period as specified on the Reporting Periods 

screen. Reporting periods that display in the Grading Period list 

on the Class Dashboard are set as Gradebook Range. 

District code that identifies the staff user account. 

First name of the student. 


Last name of the student. 

Middle name of the student. 

Full name of student. 

First name of the primary teacher associated with the class. 

Last name of the primary teacher associated with the class. 

Full name of the primary teacher associated with the class. 

Section Info Meeting Times Integration Report 

Users with master and school administrator privileges can use the Section Info Meeting Times 

Integration Report to troubleshoot data discrepancies between class records in the Sif tables, 

located in the district database, and in ProgressBook tables, if the data exists. This report is 

available to districts using any student information systems that use Sif tables in the batch data 

integration process. 

1. On the Administrator Home Page, select Section Info Meeting Times in the Run a Report 



Header field. Section Info Meeting Times Integration Report displays by default but you 

may change the name if desired. 

3. In the Set Required Parameters area, select the appropriate school(s) in the Schools list. 

Note: Only the schools to which you have access display in the list. 

Note: If there are no available choices from which to select, No school available 


4. Select one of the following Include Null Schools options: 


Reports 

• Yes – Include class records in the student information system that do not have 

matching records in ProgressBook tables. 

• No – Do not include class records in the student information system that do not have 

matching records in ProgressBook tables. 

5. In the Set Optional Filters area, the options listed, with the exception of Teacher Names, 

use the following naming convention: table name [space] field name. In the option Class 

Class DBID, Class DBID refers to the field in the ProgressBook Class table. In the Sif 

SectionInfo MeetingTime TimetableDay option, TimetableDay refers to the field in the Sif 

SectionInfo MeetingTime table. Select any of the appropriate options in the Field Name 

list. 

• Class Class DBID 

• Class DistrictClassID 

• Class SectionDescr 

• Course CourseName 

• Course DistrictCourseID 

• School SchoolName 

• School SchoolShortName 

• Sif SectionInfo MeetingTime TimetableDay 

• Sif SectionInfo MeetingTime TimetablePeriod 

• Sif SectionInfo ScheduleInfo ScheduleInfo Id 

• Sif SectionInfo ScheduleInfo SectionInfo Id 

• Sif SectionInfo ScheduleInfo TermInfoRefId – GUID 

• Sif SectionInfo SectionInfo RefId 

• Sif SectionInfo SectionInfo SchoolCourseInfoRefId – GUID 

• Sif TermInfo TermInfo Description 

• Sif TermInfo TermInfo EndDate 

• Sif TermInfo TermInfo RelativeDuration 

• Sif TermInfo TermInfo StartDate 

• Sif TermInfo TermInfo TermCode 

• Teacher Names 









• Is Before 


• Is After 


Reports 




• Ends With 


• Contains 





Note: For options in the Field Name list that end in “RefId,” you must enter the 

GUID in the Value field in the same format as it is in the field in the table. If you 

selected Has a Value or Does Not Have a Value in the Operation list, then the 

Value field is not available. 

. 

Section Info Meeting Times Integration Report 




in the Columns list. 






Reports 




click Save. 



Student Daily Attendance Integration Report 

Users with master and school administrator privileges can use the Student Daily Attendance 

Integration Report to troubleshoot data discrepancies between student and daily attendance 

records in the Sif tables, located in the district database, and in ProgressBook tables, if the data 

exists. This report is available to districts using any student information systems that use Sif tables 

in the batch data integration process. 

1. On the Administrator Home Page, select Student Daily Attendance in the Run a Report 



Header field. Student Daily Attendance Integration Report displays by default but you may 

change the name if desired. 






• Yes – Include student or attendance records in the student information system that do 

not have matching records in ProgressBook tables. 

• No – Do not include student or attendance records in the student information system 

that do not have matching records in ProgressBook tables. 

5. In the Set Optional Filters area, the options listed use the following naming convention: 

table name [space] field name. In the option AbsenceReason AbsenceReasonCode, 

AbsenceReasonCode refers to the field in the ProgressBook AbsenceReason table. In the 

Sif StudentDailyAttendance DailyAttendanceCode AttendanceCodeInfoRefId option, 

AttendanceCodeInfoRefId refers to the field in the Sif StudentDailyAttendance 

DailyAttendanceCode table. Select any of the appropriate options in the Field Name list. 

• AbsenceReason AbsenceReasonCode 

• AbsenceReason Description 

• AttendanceNote AttendanceNoteCode 

• AttendanceNote Description 

• Formatted Attendance Date – Attendance date presented in numerical format, for 

example, 04/19/10. 

• GradeLevels GradeLevelDescr 

• HomeRoom DistrictHRID 


Reports 

• School SchoolName Att – Att is an extra description that refers to an attendance 

record for any students associated with a specific school. 

• School SchoolName Student – Student is an extra description that refers to 

attendance records for a specific student associated with a specific school. 

• School SchoolShortName Att – Att is an extra description that refers to an 

attendance record for any students associated with a specific school. 

• School SchoolShortName Student – Student is an extra description that refers to 

attendance records for a specific student associated with a specific school. 

• Sif StudentDailyAttendance DailyAttendanceCode AttendanceCodeInfoRefId – 

GUID 

• Sif StudentDailyAttendance DailyAttendanceCode DailyAttendanceCode Text 

• Sif StudentDailyAttendance SIF ExtendedElement SIF ExtendedElement Text 

Absence Level 

• Sif StudentDailyAttendance StudentDailyAttendance AttendanceNote 

• Sif StudentDailyAttendance StudentDailyAttendance Date 

• Sif StudentDailyAttendance StudentDailyAttendance SchoolInfoRefId – GUID 

• Sif StudentDailyAttendance StudentDailyAttendance StudentDailyAttendance Id 

• Sif StudentDailyAttendance StudentDailyAttendance StudentPersonalRefId – 

GUID 

• Student DateOfBirth 

• Student DistrictStudentID 

• Student EnrollmentDate 

• Student EnrollmentStatusCd 

• Student FirstName 

• Student HomeSchoolId 

• Student LastName 

• Student MidName 

• Student Student DBID 









• Is Before 


• Is After 





Reports 

• Ends With 


• Contains 









Student Daily Attendance Integration Report 












click Save. 




Reports 

Student Demographics Report 

The Student Demographics report provides numerous options for displaying student demographic 

information for individual or multiple classes, class groups or homerooms. For example, you can 

apply specific filter options to create a report that displays student addresses for specific classes 

or schools. Once you save the report with your desired filter options, you can run it as often as you 

like. 

1. Enter the name of the report in the Report Header field. 

Student Demographics displays by default, but you may change the name, if desired. 



Note: If there are no available choices from which to select, then No school 





“Student Demographics Report – Field Name Options” for descriptions of all the available 

options. 







• Ends With 


• Contains 












Reports 

Value field. If you selected Has A Value or Does Not Have A Value in the 





in the Columns list. Options in the Field Name list that end in “Indicator” do not have a 

corresponding column to display. 

7. Click . 





click Save. 



Customizing the Student Demographics by Class Report 


Reports 

Disabilities Report 

Birth Date 

Calendar Name 

Class Name 

Student Demographics Report – Field Name Options 

Option 

Counselor Name 

Disability Code 

Disability Name 

Enrollment Date 


Gender Code 

Grade Level Code 

Grade Level Name 

Graduation Date 

Home School ID 

Homeroom ID 

Parent Access Disabled Indicator 


Description 

Calendar used by the school in which the student is enrolled. 

Name of the class in which the student is enrolled. If no class 

name is assigned, then course name and section display. 

Name of the guidance counselor assigned to the student. 

Code that represents a disability which is included in a list of 

disabilities recognized by the state department of education. 

These codes are also used in SpecialServices. If you select this 

option, you must type 01, 02, 03, 04, 05, 06, 08, 09, 10, 11, 12, 

13, 14, 15 or ** in the Value field. 

Full name of a disability which is included in a list of disabilities 

recognized by the state department of education. These codes 

are also used in SpecialServices. If you select this option, you 

must type the full or partial disability name in the Value field. 

Date on which the student enrolled in the school. 




Code that represents the grade level in which the student is 

enrolled. 

Name of the grade level in which the student is enrolled. 

Date on which the student will graduate from high school. 

Code that represents the school building in which the student 

was originally enrolled. 

Code that identifies the homeroom to which the student is 

assigned. 

Indicates whether the student's information has been disabled in 

Classic and Beta ParentAccess. If a parent account is 

associated with multiple student accounts, the parent account 

can still access the other student accounts. If you select this 



Reports 

Parent Access Disabled Status 

Name 

PB School ID 

PB Student ID 

School Enrollment Status Name 

School ID 

School Name 

Student Address Line 1 



Student Address Apt No 

Student City 

Student Email Address 

Student First Name 

Student ID 

Student Last Name 

Student Middle Name 

Student Phone Number 

Student State 

Student Zip Code 

Student's Last Parent Access 

Login Date 

Student Demographics Report – Field Name Options 

Option 

Indicates whether the student's information has been disabled in 

Classic and Beta ParentAccess. If you select this option, you 

must type Disabled in the Value field. 

GradeBook code that identifies the school in which the student is 

enrolled. 

GradeBook code that identifies the student. 

Indicates whether the student's record is active in GradeBook. If 

you select this option, you must type Active or Withdrawn in the 

Value field. 

Code that identifies the school in which the student is enrolled. 

Name of the school in which the student is enrolled. 

Street address where the student lives. 



Apartment number where the student lives. 

City where the student lives. 

Email address of the student. 

First name of the student. 


Last name of the student. 

Middle name of the student. 

Student's primary phone number. 

State where the student lives. 

Description 

Postal code of the address where the student lives. 

Date of the last time the student logged in to Classic 

ParentAccess. 

Student Section Enrollment Integration Report 

Users with master and school administrator privileges can use the Student Section Enrollment 

Integration Report to troubleshoot data discrepancies between student and class records in the 

Sif tables, located in the district database, and in ProgressBook tables, if the data exists. This 

report is available to districts using any student information systems that use Sif tables in the batch 

data integration process. 

1. On the Administrator Home Page, select Student Section Enrollment in the Run a 

Report list and then click Run. 


Header field. Student Section Enrollment Integration Report displays by default but you 

may change the name if desired. 




Reports 




• Yes – Include student or class records in the student information system that do not 

have matching records in ProgressBook tables. 

• No – Do not include student or class records in the student information system that do 

not have matching records in ProgressBook tables. 

5. In the Set Optional Filters area, the options listed, with the exception of Teacher Names, 

use the following naming convention: table name [space] field name. In the option Class 

Class DBID, Class DBID refers to the field in the ProgressBook Class table. In the Sif 

SectionEnrollment StudentSectionEnrollment EntryDate option, EntryDate refers to the 

field in the Sif SectionEnrollment StudentSectionEnrollment table. Select any of the 

appropriate options in the Field Name list. 

• Class Class DBID 

• Class DistrictClassID 

• Class SectionDescr 

• Course CourseName 

• Course DistrictCourseID 

• GradeLevels GradeLevelDescr 

• HomeRoom DistrictHRID 

• School SchoolName Class 

• School SchoolName Student 

• School SchoolShortName Class 

• School SchoolShortName Student 

• Sif SectionEnrollment StudentSectionEnrollment EntryDate 

• Sif SectionEnrollment StudentSectionEnrollment ExitDate 

• Sif SectionEnrollment StudentSectionEnrollment RefId – GUID 

• Sif SectionEnrollment StudentSectionEnrollment SectionInfoRefId – GUID 

• Sif SectionEnrollment StudentSectionEnrollment StudentPersonalRefId – GUID 

• Sif SectionEnrollment StudentSectionEnrollment StudentSectionEnrollmentId 

• Student DateOfBirth 

• Student DistrictStudentID 

• Student EnrollmentDate 

• Student EnrollmentStatusCd 

• Student FirstName 

• Student HomeSchoolId 

• Student LastName 

• Student MidName 

• Student Student DBID 

• Teacher Names 


Reports 









• Is Before 


• Is After 




• Ends With 


• Contains 










Reports 

Student Section Enrollment Integration Report 












click Save. 



YTD (Year-to-Date) Final Grade Admin Report 

The YTD (Year-to-Date) Final Grade Admin Report provides numerous options for displaying year 

to date grade information for students in individual or multiple teachers’ classes or class groups. 

This report is available to users with master, school administrator, school support and principal 

privileges. Users logged in with School Support privileges, must access the report from the 

Principal Home Page. The YTD Final Grade Report can only be used on classes where the YTD 

Grade calculation has been enabled on the report card for the class. This report cannot be used 

on classes using standards-based grading. 


Reports 

1. On the Administrator Home Page, select YTD Final Grade Admin in the Run a Report list 

and then click Run. 


Header field. YTD Final Grade Admin displays by default, but you may change the name 

if desired. 

3. In the Select Required Parameters area, select the appropriate teacher(s) in the 

Teacher(s) list. 

Note: For users logged in with school administrator, school support or principal 

privileges, only the teachers in the school buildings to which you have access 

display in the list. For users logged in with master privileges, all the teachers in all 

the school buildings display. 

Note: If there are no available choices in which to select, then No teacher 


4. In the Set Optional Filters area, select any of the appropriate option(s) in the Field Name 

list. See “YTD (Year to Date) Final Grade Admin Report” for descriptions of all the 






• Is Before 


• Is After 








• Ends With 


• Contains 






you selected in the Field Name list. If you selected an option in the Field Name list 

that requires a date, then a calendar becomes available in the Value field. If you 


Reports 














click Save. 



YTD Final Grade Admin Report 


Reports 

Average Mark 

Birth Date 

Options 

District Student ID 


Gender Code 

Grade Level 

Grading Scale 

Report Card Name 


School ID 

School Name 

Student Email Address 

Student Name 

Teacher Name 

Year To Date 

Year To Date Value 

YTD (Year to Date) Final Grade Admin Report 

Description 

Student’s grade for the reporting period. Depending on how the 

year to date grade calculation is set up in the report card, the 

grades display differently. If the year to date grade calculation is 

based on a system calculation that uses grades from the report 

card, then the grade is the grade entered on the Report Card 

Entry screen. If the year to date grade calculation is based on a 

system calculation that uses averages from the grade book, then 

the grade is the numeric average from the teacher’s grade book. 






Grade level in which the student is enrolled. 

Grading scale selected on the Grading Scale Setup screen. 

Report card being used in the class. 




Code that identifies the school in which the student is enrolled. 

Name of the school in which the student is enrolled. 

Email address of the student. 

Full name of the student. 

Full name of the primary teacher associated with the class. 

Student’s class grade if final report cards were given at the current 

time. Depending on the marks used in the grading scale 

used in the report card, the grades display as percentage averages 

or point values and its mark equivalent. 

Numeric point value equivalent of the student’s class grade if final 

report cards were given at the current time. Depending on how 

the year to date grade calculation is set up in the report card, the 

grades display differently. If the final grade is based on numeric 

averages, then the grade is a percentage average. If the final 

grade is based on letter grades, then the grade is a point value 

equivalent of the letter grade. 


Appendix A: Report Card/Interim 

Templates 

The following sections in this appendix list the template pieces available for use in each report 

card/interim template option accompanied by a representation of the template piece. 

GradeBook provides several template options and hundreds of template pieces for you to use in 

creating your customized report cards/interims. When you select one of the template size and 

layout options listed as follows on the General Tab, the template pieces available to use in the 

layout of your printed report card/interim display on the Templates tab: 

• Standard Elementary Report Card (8 1/2 x 11 portrait), see “Standard Elementary Report 

Card (8 1/2 x 11 portrait).” 

• Standard Elementary Report Card (8 1/2 x 14 portrait), see “Standard Elementary Report 

Card (8 1/2x14 portrait).” 

• Standard Elementary Report Card (8 1/2 x 11 landscape, 2 columns), see “Standard 

Elementary Report Card (8 1/2x11 landscape, 2 columns).” 

• Standard Elementary Report Card (Legal tri-fold), see “Standard Elementary Report Card 

(Legal tri-fold).” 

• Standard Elementary Report Card (11 x 17 landscape, 2 columns), see “Standard 

Elementary Report Card (11x17 landscape, 2 columns).” 

Standard Elementary Report Card (8 1/2 x 11 portrait) 

Attendance template pieces displays attendance totals for grading periods. The following 

attendance template pieces are available. 

Attendance (½ Width, Present, Tardy, Absent) 

Attendance (3 Columns, ½ Width, Abs, Tar) 


Appendix A: Report Card/Interim Templates 

Attendance (4 Columns - Half Width) 

Attendance (5 Columns, ½ w, Pres, Poss, ExAT, UnExAT) 

Attendance (5 Column ½ width, Abs, Tar) 

Attendance (5 Column, ½ width, Pres, Abs, Tar) 

Blank Line template piece inserts a blank line of space. Using this template piece is the same as 

specifying 1 in the Rows After column on the Template tab. 

Class Comments template pieces display comments about an individual class for the current and 

multiple grading periods. Use this template piece paired with a marks template piece and then 

map both pieces to the same course to display the comments with the course marks. The following 

class comments template pieces are available. 



Class Comments (Current Per, 1/2 Width, 

2 Rows) 


4 Rows) 


6 Rows) 


12 Rows) 

Class Comments (Current Per, Full Width, 2 Rows) 





Class Comments (Q1-Q4, 1/2 Width, 

2 Rows) 

Class Comments (Q1-Q4, 1/2 Width, 4 Rows) 



Class Comments (Q1-Q4, Full Width, 2 Rows) 

Class Comments (Q1-Q4, Full Width, 4 rows) 

Class Comments (T1-T3 Full Width, 2 Rows) 




Column Break template piece inserts a break between columns. 

Current Date template piece displays the current date. 

Current Date 

File Header template pieces inserts invisible page-size formatting codes. This template piece 

MUST be the first template piece in the template. 

Geometric Shapes template piece displays marks for recognizing geometric shapes. 

Geometric Shapes 

Grading Period is template piece typically used for interims that displays the grading period 

selected on the Generate Report Cards screen. 

Grading Period 

Index template pieces display an explanation of marks used on the report card based on the 

marks selected on the Assessments tab and descriptions in the Mark Types setup. The amount 

of text that displays in each column cannot be adjusted. Use this template piece paired with text 

entered in the Additional Mark Explanation Message field on the Messages tab. 



Index 

Interim Comments Header provides the heading row for the Interim with 1 Comment and the 

Interim with 2 Comments template pieces. This template piece is typically used on traditional 

interims. 

Interim Comments Header 

Interim Mark & Comment Header provides the heading row for the Interim Mark & Comment 

template piece. This template piece is typically used for traditional interims. 

Interim Mark & Comment Header 

Interim Mark & Comment is a template piece for traditional interims that displays each course, 

its mark and one comment. Only marks for the current grading period appear on the generated 

interim. When using this template piece, on the Assessments tab, make sure the mark is the first 

assessment and the comment is the second assessment. If the comment is chosen from a list, the 

mark type must be Combined Comment so that the comment text prints instead of the code. 

Additionally, you must use the Interim Mark & Comment Header template piece for the heading 

row with the this template piece. 



Interim Mark & Comment 

Interim with 1 Comment and Interim with 2 Comments are template pieces for traditional 

interims that display each course and one or two comments. Only comments for the current 

grading period appear on the generated interim. If the comments are chosen from a list, the mark 

type must be Combined Comment so that the comment text prints instead of the code. 

Additionally, you must use the Interim Comments Header template piece for the heading row 

with either of these template pieces. 

Interim with 1 Comment 

Interim with 2 Comments 

Interim with Current Per Assessments (1/2 width) and Interim with Current Per 

Assessments (Full Width) are template pieces for standards-based interims that display the 

assessments and mark for each course. Only the marks for the current grading period appear on 

the generated interim. The difference between the two template pieces is their width on the 

generated interim. 

Interim with Current Per Assessments 

(1/2 width) 

Interim with Current Per Assessments (Full Width) 

Kindergarten Letters template pieces display marks for recognizing lower and upper case letters 

and the letter sound. The following kindergarten letters template pieces are available. 



Custom Kindergarten Letter Box - Full Width 

Custom K Letter Box (Upper, Lower, Sound) 

Letter Recognition template pieces display marks for recognizing upper and lower case letters 

by grading period. The following letter recognition template pieces are available. 

Letter_LowerCase_4RepPer 

Letter_UpperCase_4RepPer 

Letter_UpperCase2_4RepPer is used specifically for sounds. 



Letter_UpperCase2_4RepPer 

Note: When using letter or word template pieces, you must set up the letters 

and/or words as assessments in the course on the Assessments tab. Make sure 

to use the Checkmark for Report Cards mark type. 

Mailing Label template piece displays the student’s mailing address. 

Mailing Label 

Marks template pieces display grades and/or marks for assessments by subject. The following 

marks template pieces are available. 

Marks (2 Columns) 


Marks (3 Columns, 1/2 Width) 






Marks (5 columns, 1/2 Width) 



Custom Marks S1 and Custom Marks S2 template pieces are specifically designed for districts 

whose report cards only show the grades for a single semester. Custom Marks S1 displays the 

marks and comments for the first semester; Custom Marks S2, the marks and comments for the 

second semester. To use these templates, the following setup is required: 

• Create two report cards: one for the first semester using the Custom Marks S1 template 

piece and one for the second semester using the Custom Marks S2 template piece. 

• For each report card, create two assessments on the Assessment tab: one for the mark 

and one for comments. These are the only valid assessments you can use for this 

template piece. 

• For each report card, map the identifiers to the correct assessment on the Mapping tab. 

Custom Marks S1 



Custom Marks S2 

Messages template pieces display custom message text entered on the Messages tab. Message 

X (1 through 12) options are available and all display the text entered in the Messages fields in 

two size formats: half-page and full-page widths. Each option is available with and without 

borders. Text entered in the Additional Mark Explanation Message field displays with the Index 

template piece. Each message field allows up to 6,000 characters of text. 

Message 1 (1/2 Width & Border) 

Message 1 (Half Width) 

Message 1 (Page Width & Border) 

Message 1 (Page Width) 

One Column Section template piece inserts a one-column section on a page that uses a 

two-column format. 

Page Break template piece inserts a page break between multiple pages of a report card 

indicating the end of one student’s report card. This template piece must be the last sequence 

number in the list of template pieces. 

Parent Signature template pieces display the possible combination of the student’s name, the 

text “Parent Signature” and a blank line, and the text “Conference Requested? Yes No.” The 

following parent signature template pieces are available. 

Parent Signature Line 



Parent Signature Section (Full Width) 

Placement Status template pieces display promotion or placement to a succeeding grade or 

retention in the current grade. The following placement status template pieces are available. 

End of Year Placement 

End of Year Placement (Full Width) 

End of Year Placement (Promoted, Placed, Retained) 

End of Yr Place (Pro, Pla, Ret, Exp) - 

1/2 Width 



End of Year Placement (Assigned, Retained) 

Principal Signature template piece displays the principal’s name and blank line for signature. 

Principal Signature Line 

School Header template piece displays the school district name, the name of the school and the 

report card title on separate lines centered in the column or on the page. The school district name 

that displays in this template piece was entered on the District Setup screen. The name of the 

school was entered on the Schools Setup screen. The report card title was entered in the Report 

Card Title field on the Messages tab. If you do not enter any text in the Report Card Title field on 

the Messages tab, a title does not display when using the School Header template piece. 

School Header (District, School & Title) 

Student Header template piece displays the student’s name and grade, teacher’s name and 

school year, and principal’s name. 

Student Header with Principal 

Student Header (Without Principal) 

Teacher & Principal Signatures template piece displays the teacher, date and principal. 

Teacher & Principal Signatures 



Teacher Comments template piece displays a teacher’s comments for each grading period. 

These comments are not associated with individual subjects. The following teacher comment 

template pieces are available. 

Teacher Comments (1/2 Page) 

Teacher Comments (1/2 Page, Semester 1 & 2) 

The size of this template piece expands based on the amount of text entered. 



Teacher Comments (Curr Per, Full Width, No Border) 

Teacher Comments (Curr Per, 1/2 Width) 



Teacher Comments (Full Page) 



Teacher Comments (Full Width) 

Teacher Comments (Trimester, Full Width) 

Two Column Section template piece inserts a two-column section on a page that uses a 

one-column format. 

Standard Elementary Report Card (8 1/2x14 portrait) 



Attendance (½ Width, Present, Tardy, Absent) 





Attendance (5 Columns, ½ w, Pres, Poss, ExAT, 

UnExAT) 

Attendance (5 Column ½ Width, Abs, Tar) 

Attendance (5 Column, ½ Width, Pres, Abs, Tar) 





Class Comments template pieces display comments about an individual class for the current and 




Class Comments (Current Per, 1/2 Width, 2 Rows) 




12 Rows) 

















File Header template piece inserts invisible page-size formatting codes. This template piece 




Grading Period is a template piece typically used for interims that displays the grading period 

selected on the Generate Report Cards screen. 

Grading Period 

Interim Comments Header provides the heading row for the Interim with 1 Comment and the 

Interim with 2 Comments template pieces. This template piece is typically used on traditional 

interims. 

Interim Comments Header 

Interim Mark & Comment Header provides the heading row for the Interim Mark & Comment 

template piece. This template piece is typically used for traditional interims. 

Interim Mark & Comment Header 

Interim Mark & Comment is a template piece for traditional interims that displays each course, 

its mark and one comment. Only marks for the current grading period appear on the generated 

interim. When using this template piece, on the Assessments tab, make sure the mark is the first 

assessment and the comment is the second assessment. If the comment is chosen from a list, the 

mark type must be Combined Comment so that the comment text prints instead of the code. 

Additionally, you must use the Interim Mark & Comment Header template piece for the heading 

row with this template piece. 



Interim Mark & Comment 

Interim with 1 Comment and Interim with 2 Comments are template pieces for traditional 

interims that display each course and one or two comments. Only comments for the current 

grading period appear on the generated interim. If the comments are chosen from a list, the mark 

type must be Combined Comment so that the comment text prints instead of the code. 

Additionally, you must use the Interim Comments Header template piece for the heading row 

with either of these template pieces. 

Interim with 1 Comment 

Interim with 2 Comments 

Interim with Current Per Assessments (1/2 width) and Interim with Current Per 

Assessments (Full Width) are template pieces for standards-based interims that display the 

assessments and mark for each course. Only the marks for the current grading period appear on 

the generated interim. The difference between the two template pieces is their width on the 

generated interim. 

Interim with Current Per Assessments 

(1/2 Width) 

Interim with Current Per Assessments (Full Width) 

Index template piece displays an explanation of marks used on the report card based on the 






Index 

Kindergarten Letters template piece displays marks for recognizing lower and upper case letters 

and the letter sound in a one-column width format. The following kindergarten letters template 

pieces are available. 









































indicating the end of one student’s report card. This template piece must be the last sequence 


Parent Signature template pieces displays the possible combination of the student’s name, the 

text “Parent Signature” and a blank line, and the text “Conference Requested? Yes No.” The 

following parent signature template pieces are available. 










End of Yr Place (Pro, Pla, Ret, Exp) - 1/2 Width 

Principal Signature template piece displays the principal’s name and blank line for signature. 




School Header template piece displays the report card title, the school district name and the 

name of the school on separate lines centered in the column or on the page. The school district 

name that displays in this template piece was entered on the District Setup screen. The name of 

the school was entered on the Schools Setup screen. The report card title was entered in the 

Report Card Title field on the Messages tab. If you do not enter any text in the Report Card Title 

field on the Messages tab, a title does not display when using the School Header template piece. 

School Header (District, School & 

Title) 

Student Header template piece displays the student’s name and grade, teacher’s name and 

school year, and principal’s name. The following student header template pieces are available. 


Student Header with Principal & Border 

Teacher Comments template pieces display a teacher’s comments for each grading period. 

These comments are not associated with individual subjects. The following teacher comments 


















Standard Elementary Report Card (8 1/2x11 landscape, 

2 columns) 



Attendance (4 Columns) 



Attendance (4 Columns with Days Present) 

Attendance (5 Columns) 

Attendance (5 Columns with Days Present) 

Attendance (5 Col, Pre, Poss, ExcAT, UnExcAT) 



Class Comments template pieces display comments about an individual class for the current 

grading period. Use this template piece paired with a marks template piece and then map both 

pieces to the same course to display the comments with the course marks. The following class 

comments template pieces are available. 

Class Comments (Current Period, 2 Rows) 






Class Comments (Q1-Q4, 2 Rows) 










Index 

Kindergarten Letters template piece displays the possible combination of marks for recognizing 

lower and upper case letters, letter sounds and consonants. The following kindergarten letters 



Custom Kindergarten Letters (BA) 



Kindergarten Letters 2 

Kindergarten Note about Art, Music, etc. template piece displays a message about Art, Music, 

and/or Physical Education classes. 

Custom BA Kindergarten Note About Art, Music, etc. 

Kindergarten Word Recognition template piece displays marks for recognizing words by sight. 

The following kindergarten word template pieces are available. 

Custom BA Kindergarten Sight Words 



Custom BA Kindergarten Sight Words - (2007) 



Kindergarten Consonants 














Marks (4 column - no wrapping) does not allow more than one line of text in the Assessment area. 

Marks (4 Column - No Wrapping) 

Marks (4 column - no wrapping, with shading) does not allow more than one line of text in the 

Assessment area and applies shading to the grading periods that are not used on the report card. 

Marks (4 Column - No Wrapping, with Shading) 







Marks (Kindergarten) 

Marks Explanation template pieces display an explanation of marks used on the report card. The 

following marks explanation template pieces are available. 

Custom BA Kindergarten Key 

Key - Kindergarten 



Messages template pieces displays custom message text entered on the Messages tab. 

Message X (1 through 12) options are available and all display in the same layout format: 1/2 page 

width with and without borders. Text entered in the Additional Mark Explanation Message field 

displays with the Index template piece. 

Message 1 

Message 1 (with Border) 


indicating the end of one student’s report card. This template piece MUST be the last sequence 


Parent Comments (1/2 Page) template piece displays an area for parents to submit hand-written 

comments. 

Parent Comments (1/2 Page) 

Parent Signature Line template piece displays the text “Parent Signature” with a blank line for 

the signature. 




Placement Status template piece displays promotion or placement to a succeeding grade or 





End of Year Placement - Kindergarten 

Principal Signature template piece displays the principal’s name or possibly a blank line for the 

principal’s signature. The following principal signature template pieces are available. 

Principal Signature (with name) 







the school was entered on the Schools Setup screen. The title was entered in the Report Card 

Title field on the Messages tab. If you do not enter any text in the Report Card Title field on the 

Messages tab, a title does not display when using the School Header template piece. 

School Header (Title, District & School) 

Student Header template piece displays the possible combination of student’s name, grade, 

teacher’s name, school year and principal’s name. The following student header template pieces 

are available. 

Student Header (No Principal) 

Student Header - Kindergarten 


Teacher Comments template pieces display a teacher’s comments for each grading period. 

These comments are not associated with individual subjects. The following teacher comments 










Teacher Comments - Kindergarten 



Standard Elementary Report Card (Legal tri-fold) 



Attendance (3 Column 1/3 Width) 

Attendance (4 Column with Days Present) 

Attendance (4 Column) 

Attendance (5 Col, Pres, Poss, ExAT, UnExAT) 

Attendance (5 Column with Days Present) 



Attendance (5 Column) 

AttendanceAtConference_Fall_Spring template piece displays an indication of the teacher’s 

desire for the parent to attend the Fall or Spring conference. 

AttendanceAtConference_Fall_Spring 




Class Comments template pieces display comments about an individual class in the current and 




Course Comment (Current Period, 2 Lines) 





Course Comment (Current Period, 14 lines) 

Course Comment (Q1-Q4) 

Course Comment (Q2 & Q4, 2 Lines) 



Course Comment (Q2 & Q4, 3 Lines) 

Continuums template pieces displays grade levels as a benchmark on a grading continuum. The 

following continuums template pieces are available. 

Custom Reading and Writing Continuums 

Custom Writing Continuum 









Index 

Intervention Participation template pieces display participation in tutoring or intervention 

services for proficiency tests or Title I programs. The following intervention participation template 

pieces are available. 

Proficiency Test Intervention 



Participation_RRecovery_TitleIR_Quest 

Kindergarten Letters template pieces display marks for recognizing lower and upper case letters 

and the letter sound. The following kindergarten letters template pieces are available. 


Custom Kindergarten Letter Box 

Kindergarten Words template piece displays marks for recognizing frequently used words. 

Custom Kindergarten Word List 

Letter Recognition template pieces displays marks for recognizing upper and lower case letters 













Marks (2 col, 1/3 Width) 



Marks (3 Column, 1/3 Width) 



Marks (5 Column, 1/3 Width, Fixed Height) 





full-page width with and without borders. Message X (10 through 12) display the text entered in 

the Messages fields in full-page width without borders. Text entered in the Additional Mark 

Explanation Message field displays with the Index template piece. Each message field allows up 

to 6,000 characters of text. 

Message 1 (No Border) 

Message 1 (with a Border) 






Parent Signature Line template piece displays the text “Parent Signature” and a blank line for 

the signature. 


Parent Comments template piece displays an area for parents to submit hand-written comments. 

Parent’s Comments 

Placement Status template pieces displays promotion or placement to a succeeding grade or 






End of Year Placement (Promoted, Placed, 

Retained) 

End of Year Placement - Kindergarten 

End of Year Placement - Version 2 

Promoted_Placed_Retained 

Principal Signature template pieces display the principal’s name or possibly a blank line for the 

principal’s signature. The following principal signature template pieces are available. 




Principal Signature with Name 

Reading Progress template piece displays marks for reading progress. 

ReadingProgress_Above_At_Below 




the school was entered on the Schools Setup screen. The title was entered in the Report Card 

Title field on the Messages tab. If you do not enter any text in the Report Card Title field on the 


School Header (Title, District & 

School) 

Student Header template pieces display the possible combination of the student’s name, grade, 

teacher’s name, school year and principal’s name. The following student header template pieces 

are available. 

Student Header 


Teacher Comments template pieces display teacher’s comments. These comments are not 

associated with individual subjects. The following teacher comments template pieces are 

available. 



Teacher Comments (Full Page Length) 



Teacher Comments (Half Page Length) 



Teacher Comments Trimester (Full Page) 

Standard Elementary Report Card (11x17 landscape, 

2 columns) 



Attendance (½ width, Present, Tardy, Absent) 





Attendance (5 Columns, ½ w, Pres, Poss, ExAT, 

UnExAT) 

Attendance (5 Column ½ Width, Abs, Tar) 

Attendance (5 Column, ½ Width, Pres, Abs, Tar) 





Class Comments template pieces display comments about an individual class in the current and 








12 Rows) 











Class Comments (T1-T3, Full Width, 2 Rows) 

Class Comments (T1-T3, Full Width, 4 Rows) 


Current Date template piece displays the current date. 

Current Date 











Index 

Kindergarten Letters template piece displays marks for recognizing lower and upper case letters 

and letter sounds. The following kindergarten letters template pieces are available. 











































Parent Signature template pieces display the possible combination of the student’s name, a 

blank line for the parent’s signature and the text “Conference Requested? Yes No.” The following 

parent signature template pieces are available. 








End of Year Placement (Full Width) 




End of Yr Place (Pro, Pla, Ret, Exp) - 1/2 Width 

Principal Signature template piece displays the principal’s name and a blank line for a signature. 


School Header template piece displays the school district name, the name of the school and 

report card title on separate lines centered in the column or on the page. The school district name 

that displays in this template piece was entered on the District Setup screen. The name of the 

school was entered on the Schools Setup screen. The title was entered in the Report Card Title 

field on the Messages tab. If you do not enter any text in the Report Card Title field on the 


School Header (District, School & 

Title) 

Student Header template piece displays the combination of the student’s name, grade, teacher’s 

name, school year, principal’s name and student’s identification number. The following student 

header template pieces are available. 


Student Header (Teacher, Principal, ID) 



Teacher & Principal Signatures template piece displays the teacher, date and principal. 

Teacher & Principal Signatures 

Teacher Comments template pieces display teacher’s comments. These comments are not 

associated with individual subjects. The following teacher comments template pieces are 

available. 


















Appendix B: Sample Traditional Report 

Card 

The purpose of this appendix is to provide detailed instructions for creating a sample traditional or 

secondary report card that is representative of the type of report card you can create for your 

school district. In this report card sample, the school district is integrated with a student 

information system and is not printing this report card from GradeBook. 

Although secondary report cards are printed from your student information system, it is still 

necessary to set up the report card in GradeBook. Following this procedure creates an entry 

screen that allow teachers to enter grades from their grade book and ensures that the information 

transfers into the proper fields in the student information system. 

Traditional Report Card Entry Screen Example 

Create Report Cards – General Tab 

1. On the Administrator Home Page, click the Report Card Builder link under Grading 

Setup. 

2. On the Report Cards screen click the Add a Report Card link near the bottom of the 

screen. 

The General link is highlighted in the Web site banner. 

3. On the General tab, enter High School Report Card. 

4. Select Report Card as the type of report. 

5. Select the Secondary format. 

Note: You do not need to select a template if you are not printing report cards 

from GradeBook. 


Assign Grade Levels to Schools – Grade Levels Tab 

6. Select Advanced Calculations in the Which Average Calculation Method would you like 

to use? list. 

7. Select 2 in the Select the rounding precision to use when averaging numeric grades list. 

8. Select 2 in the Select the rounding precision to use when averaging from letter grades list. 

9. Verify that Testing is selected as the report card mode. This is the default option. 

10. Select Live in the data integration method list if your district is integrated with a student 

information system. 

11. Select the student information system your district is integrated with in the data 

integration source list. 

Secondary Option on the General Tab 

12. Select No to prevent GradeBook users with school administrator access from making 

changes to this report card. Yes is the default option and allows GradeBook users with 

administrator access to edit the report card. 

13. Select Yes to display the report card on Classic or Beta ParentAccess. The default option 

is No. Select No if your school district does not use Classic or Beta ParentAccess or does 

not want to display the report card on Classic or Beta ParentAccess. 


The Grade Levels tab displays automatically. 


1. On the Grade Levels tab, select the check boxes in the Grade Levels 09, 10, 11, 12 

columns for the school that will use this report card. 



Assign Order to Reporting Periods – Periods Tab 

3. Click Periods in the Web site banner. 



1. On the Periods tab, enter 1 in the Seq# column for the 1st Quarter (Q1). 

2. Enter 2 in the Seq# column for the 2nd Quarter (Q2). 

3. Enter 3 in the Seq# column for the Exam Sem 1 (EX1). 

4. Enter 4 in the Seq# column for the Sem 1 Avg (S1). 

5. Enter 5 in the Seq# column for the Final 1st (FIN1). 

6. Enter 6 in the Seq# column for the 3rd Quarter (Q3). 

7. Enter 7 in the Seq# column for the 4th Quarter (Q4). 

8. Enter 8 in the Seq# column for the Exam Sem 2 (EX2). 

9. Enter 9 in the Seq# column for the Sem 2 Avg (S2). 

10. Enter 10 in the Seq# column for the Year Final (YF). 



Add Assessments – Assessments Tab 

Seq# Column on the Periods Tab 

12. Click Assessments in the Web site banner. 


In this report card sample, since the school district is integrated with a student information system, 

we must add the semester exams and semester averages as assessments so the marks are 

transferred properly to the student information system. 

1. Enter Grade in the first blank row in the Assessment column. 

2. Enter 10 in the Seq# column. Use sequence numbers in increments of 10 so that you can 

add assessments later if needed between existing sequence numbers. 

3. Select Academic-HS in the Mark Type list. 

Note: The Mark Type options vary depending on the student information system 

with which your school district is integrated. Make sure to select the mark type 

that is unique to the school building you are creating the report card for. 

4. Select the District Default in the Default Grading Scale list. 

5. Select Y in the Value Req? list to identify teachers who have not submitted grades for any 

of their students for this particular assessment on the Report Card Verification Report. 

6. Select Grading Period in the External Reference list. 

Note: The External Reference options vary depending on the student information 

system with which your school district is integrated. 

7. Continue to enter the following assessments in the appropriate columns, respectively. 


Associate Assessments with Reporting Periods – Requirements Tab 

Assessment Seq# Mark Type Default Grading Scale Value Req? External Reference 

Comment 20 Comment N/A N Comment 1 

Semester Exam 30 Academic-HS N/A N Exam 

Semester 1 Average 40 Academic-HS District Default Y Average 

Semester 1 Final 50 Academic-HS District Default N Average 

Semester 2 Average 60 Academic-HS District Default Y Average 

Year Final 70 Academic-HS District Default Y Final 


Assessments Tab on the Report Card Screen 

9. Click Requirements in the Web site banner. 

Associate Assessments with Reporting Periods – 

Requirements Tab 

You must designate the reporting periods in which each assessment will be used. 

1. On the Requirements tab, select the Q1, Q2, Q3, Q4 reporting periods for the Grade 

assessment. 

2. Continue to associate the following assessments with the appropriate reporting periods, 

respectively. 

Assessment 

Comment 

Semester Exam 

Semester 1 Average 

Semester 1 Final 

Semester 2 Average 

Year Final 

Reporting Period(s) 

Q1, Q2, Q3, Q4 

EX1, EX2 

S1 

FIN1 

S2 

YF 


A check box that is not selected denotes that an assessment is not required for the 

reporting period and the assessment appears shaded on the Report Card Entry screen. 


Determine Protected Marks – Protected Marks Tab 

Requirements Tab on the Report Card Tab 

4. Click Protected Marks in the Web site banner. 


For this report card sample, we will designate the marks that will not be overridden when 

GradeBook exports report card grades to the student information system. 

1. On the Protected Marks tab, select Override All Marks Except for the Following. 

2. Type W in the Mark column in the first blank row. 

3. Type WD in the next blank row. 


Protected Marks Tab on the Report Card Screen 


you must still select one of the three Protected Marks options or the report card 

will not work. 

5. Click Advanced Calc in the Web site banner. 


Assign Grade Entry Methods to Assessments and Reporting Periods – Advanced Calcs Tab 

Assign Grade Entry Methods to Assessments and Reporting 

Periods – Advanced Calcs Tab 

Since we selected Use Advanced Calculations as the Average Calculation Method on the General 

tab, we must now assign report card grade entry methods to all the assessments in all the 

reporting periods used on the report card. 

1. On the Advanced Calc tab, select Pull from Gradebook in the Q1, Q2, Q3, Q4 reporting 

periods lists for the Grade assessment. 

2. Continue to assign the following grade entry methods to the following assessments in the 

appropriate reporting periods, respectively. 

Grade Entry Method Assessment Reporting Period 

Manual Entry Comment Q1, Q2, Q3, Q4 

Manual Entry Semester Exam EX1, EX2 

System Calculation Semester 1 Average S1 

System Calculation Semester 1 Final FIN1 

System Calculation Semester 2 Average S2 

System Calculation Year Final YF 


4. Click System Calcs in the Web site banner. 

Set Up Average Calculation Methods for System 

Calculations – System Calcs Tab 

Since we have assigned report card grade entry methods to all assessments in the reporting 

periods used on the report card, we must now set up how grades will be calculated for the 

Semester Averages, Semester Final and Year Final assessments that were designated as 

System Calculations. 

1. On the System Calcs tab, select Semester 1 Average in the Calculation list. 

Note: The options that display in this list were assigned as System Calculation on 

the Advanced Calc screen. 

2. Select Q1 Grade in the Period & Assessment column. 

3. Type 2 in the Weight column. This number represents the significance of the Q1 grade in 

relationship to the whole average. 

Note: Weights for exams and finals are usually predetermined by your school 

district. 


Set Up Average Calculation Methods for System Calculations – System Calcs Tab 

System Calcs Tab on the Report Card Screen 

4. Continue to associate average calculation methods with weights in the following columns, 

respectively, for the Semester 1 Average calculation. 

Period & Assessment 

Q2 Grade 2 

EX1 Semester Exam 1 

Weight 

5. Select Use Averages (from Gradebook) in the Select the Calculation Method list. This 

means that the quarterly percentages from the grade book are used when calculating 

semester finals and year-end final averages. 

Note: You can select different calculation methods for each system calculation 

being defined. 

6. Select Use the Grade Book Grading Scale in the Select the Grading Scale list. This 

means that the grading scale selected by the teacher on the Grading Scale Setup screen 

will be used when calculating semester finals and year-end final averages. 


Note: These system calculations will be available when setting up the Year to 

Date calculation method. 

8. Select Semester 2 Average in the Calculation list. 


respectively, for the Semester 2 Average calculation. 


Set Up Average Calculation Methods for System Calculations – System Calcs Tab 

Period & Assessment 

Q3 Grade 2 

Q4 Grade 2 


Weight 

10. Select Use Averages (from Gradebook) in the Select the Calculation Method list. 

11. Select Use the Grade Book Grading Scale in the Select the Grading Scale list. 


13. Select Semester 1 Final in the Calculation list. 


respectively, for the Semester 1 Final calculation. 

Period & Assessment Weight 

Q1 Grade 2 

Q2 Grade 2 





Period & Assessment and Weight Columns on the System 

Calcs Tab 

18. Select Year Final in the Calculation list. 


respectively, for the Year Final calculation. 


Set Up Year to Date Calculation Method 

Period & Assessment Weight 

Q1 Grade 2 

Q2 Grade 2 


Q3 Grade 2 

Q4 Grade 2 





Calculation List on the System Calcs Tab 

Set Up Year to Date Calculation Method 

We want to assign a calculation for which we want a cumulative year-to-date grade to display in 

teachers' grade books. 

1. On the Year To Date Calc tab, select YF Year Final in the Calculation list. 

Note: You can only select one calculation at a time to be used in the Year to Date 


2. Select the check box next to the Enable Year to Date calculation on teacher gradebooks 

option. 



Compile Report Card 

The following message displays, “It is recommended that gradebooks that use this report 

card be recalculated by clicking here. 

” 

Clicking here Ling on the Year To Date Calc 



grades on the Report Card Entry screen. GradeBook runs numerous verifications to make sure 

the report card is set up properly. Once the report card has been compiled, each time it is 

changed, it must be recompiled. The status displays in the Compile Results column on the Report 

Cards screen where you can easily see if the report card contains warnings or errors. 





troubleshooting purposes by GradeBook Support personnel. 

Error and Warning Messages from the Compile Tab 

The following warnings and/or errors may occur: 
















3. Troubleshoot the issue(s) as needed. 





channel. 





8. Select the Active report card mode to make the report card available to teachers to enter 

grades. 










Appendix B: Sample Traditional Report Card 

Report Card Entry Screen 


Appendix B: Sample Traditional Report Card 



Appendix C: Sample Standards-Based 

Report Card 

The purpose of this appendix is to provide detailed instructions for creating a sample 

standards-based report card that is representative of the type of report card you can create for 

your school district. GradeBook provides numerous, custom-designed options for printing report 

cards, a few of which are discussed in a later section. This sample details a few of the more 

complex template options including letter boxes, using RTF code to enhance the display of your 

report card and inserting subject continued subheadings when needed. 

You are not limited to the options used in this example when building report cards in GradeBook. 

Typically, a district designs the report card and standards assessment language for each subject 

in advance. This design phase may include consideration of the template options that GradeBook 

offers. See “Appendix A: Report Card/Interim Templates.” Once the design has been agreed 

upon, the GradeBook system manager creates the report card in GradeBook following a similar 

procedure as the one included in this chapter. 

Upon completion of this chapter, you will have created a report card similar to “Standards-Based 

Report Card Example – Page 1.” 

Standards-Based Report Card Example – Page 1 



Standards-Based Report Card Example – Page 2 


1. On the Administrator Home Page, click the Report Card Builder link under Grading 

Setup. 

2. On the Report Cards screen click the Add a Report Card link near the bottom of the 

screen. 

The General link is highlighted in the Web site banner. 

3. On the General tab, enter 1st Grade Report Card. 

4. Select Report Card as the type of report. 

5. Select the Elementary format. 

6. Select Standard Elementary Report Card (Legal tri-fold) in the template list. 

7. Verify that Use Basic Calculations is selected in the Which Average Calculation Method 

would you like to use? list. This is the default option. 

8. Select 2 in the Select the rounding precision to use when averaging numeric grades list. 

9. Select 2 in the Select the rounding precision to use when averaging from letter grades list. 

10. Verify that Testing is selected as the report card mode. This is the default option. 

11. Select None in the data integration method list if your district is not integrated with a 

student information system or if your district is integrated with a student information 

system, but you do not export marks to the system. 



Elementary Option on the General Tab 

12. Select None in the data integration source list if you selected None in step 11. 

13. Select No to prevent GradeBook users with school administrator access from making 

changes to this report card. Yes is the default option and allows GradeBook users with 

administrator access to edit the report card. 

14. Select Yes to display the report card on Classic or Beta ParentAccess. The default option 

is No. Select No if your school district does not use Classic or Beta ParentAccess or does 

not want to display the report card on Classic or Beta ParentAccess. 


The Grade Levels screen automatically displays. 


1. On the Grade Levels tab, select the check boxes in the grade level columns for each 

school that will use this report card. 




3. Click Periods in the Web site banner. 



1. On the Periods tab, enter 1 in the Seq# column for the row that represents the first 


2. Enter 2 in the Seq# column for the row that represents the second reporting period. 

3. Enter 3 in the Seq# column for the row that represents the third reporting period. 

4. Enter 4 in the Seq# column for the row that represents the fourth reporting period. 

5. Enter 5 in the Seq# column for the row that represents the final reporting period. 

6. Enter 6 in the Seq# column for the row that represents the all-year reporting period. 

Note: This step is necessary only if a Kindergarten Letter template piece is used 

on the report card. 



Add Courses – Courses Tab 

8. Click Courses in the Web site banner. 

Seq# Column on the Periods Tab 


1. On the Courses tab, enter 10 in the first blank row in the Seq# column. 

2. Enter Reading in the first blank row in the Course Name (for Rpt Card) column next to 

Seq#10. 

3. Continue to enter the following numbers in the Seq# column and subject names in the 

Course Name (for Rpt Card) column, respectively. 

Seq# 

Course 

20 Writing 

30 Mathematics 

40 Science 

50 Social Studies 

60 Art 

70 Music 

80 Physical Education 

90 Work Habits & Skills 

100 Attendance 

Note: Use sequence numbers in increments of 10 so that you can add subjects 

later between existing subjects if needed. 




Notice the Add Courses link displays in the Action column next to each subject entered. 

Add Courses Link in the Action Column on the Courses Tab 

5. Click the Add Courses link in the Action column for the Reading subject. 

The Course Search window displays. 

Search for Courses 

On the Course Search window, Reading displays in the Course Name field because GradeBook 

searches for courses that matches the same name that was entered in the Course Name (for Rpt 

Card) column on the Courses tab. All courses called Reading or course names that start with the 

word Reading display. 

1. Click the check box in the Select column for Reading – Gr 01. 



Course Search Window 

2. Click Add the selected courses. 

3. Close the Course Search window. 

Reading – Gr 01 displays in the Included Courses column next to the Reading subject on 

the Courses tab. All class sections derived from the Reading – Gr 01 course will be 

associated with the Reading subject on this report card. 

Included Courses Column on the Courses Tab 

It may happen that you are searching for courses that are named differently than the course name 

you are using on the report card. 

1. On the Courses tab, click the Add Courses link in the Action column for the Physical 

Education subject. 



Specific Course Searched on the Course Search Window 

2. Delete Physical Education from the Course Name field, and then click Go. 

Note: To narrow the search for only first grade Physical Education courses, you 

could select 01 in the Grade list. 

3. Select Fitness – Gr 01. 

4. Click Add the selected course. 

5. Close the Course Search window. 

Continue to Add Courses 

1. On the Courses tab, continue to add courses to subjects until you have added all of the 

necessary courses to all the subject names on the report card. 

Course Name (for Rpt Card) and Included Courses Columns on the Courses 

Tab 

Note: In some instances it may be necessary to add more than one course to a 

particular subject. For example, if the special education math teacher is 

responsible for entering report card grades, associate the special education math 

course as well as the regular education math course with the Mathematics course 

name on the report card. 

Note: If you have associated a course with a course name and it does not 

immediately display in the Included Courses column, click Save to refresh the 

screen. 



2. Enter 15 in the first available blank row in the Seq# column to add another course that was 

forgotten. 

Note: Using sequence numbers in increments of five allows newly added courses 

to be inserted between courses that have already been added. The sequence 

numbers control the order in which the courses appear on the Report Card Entry 

screen for teachers, but not the printed report card. 

3. Enter Letter & Sound Recognition in the first available blank row in the Course Name 

(for Rpt Card) column. 


Letter & Sound Recognition displays between Reading and Writing in the appropriate 

order in the list of courses. 

5. Click the Add Courses link in the Action column next to the Letter & Sound Recognition 

subject to search for the appropriate courses to add on the Course Search window. See 

“Search for Courses.” 

The Course Search window displays. 

Letter Courses Searched on the Course Search Window 

6. Select Letter R – Gr 01 in the list of search results, and then click Add the selected 

courses. 

On the Courses tab Letter R – Gr 01 displays in the Included Courses column next to the 

Letter & Sound Recognition subject. 


8. Click Assessments in the Web site banner. 


The course names entered on the Courses tab display alphabetically in the Course list on the 

Assessments tab. 

1. On the Assessments tab, select Mathematics in the Course list. 

2. Enter Grade in the first blank row in the Assessment column. 

3. Enter 10 in the Seq# column. Use sequence numbers in increments of 10 so that you can 

add assessments later if needed between existing sequence numbers. 



4. Select A-F in the Mark Type list. 

5. Select Lake View Primary School Default in the Default Grading Scale list. 

6. Select Highest Achieved in the Default Calculation list to instruct GradeBook which 

calculation method to use in calculating students’ marks. 

7. Select Y in the Pull Mark? list to instruct GradeBook to automatically populate the 

assessment mark when the grade is automatically calculated. 

8. Select Y in the Print Mark? list to instruct GradeBook to automatically print the assessment 

mark on the report card. 

9. Select Y in the Value Req? list to identify teachers who have not submitted grades for any 

of their students for this particular assessment on the Report Card Verification Report. 

10. Continue to enter the following assessments, sequence numbers, mark types, default 

grading scales, default calculations, pull mark, print mark and required value options for 

the Mathematics course. 

Assessment Seq# Mark 

Type 

Default 

Grading Scale 

Default 

Calculation 

Pull 

Mark 

Print 

Mark 

Standardized Test Score 12 Points N/A None Y N Y 

Effort 20 1-4 

Numeration 30 

Applies place value concept 40 1-4 

Classifies, compares and orders numbers 50 1-4 

Represents fractions 60 1-4 

Identifies and counts money 70 1-4 

Understands addition and subtraction 80 1-4 

Measurement 90 

Measures accurately 100 1-4 

Applies concepts of time 110 1-4 

Geometry 120 

Identifies and compares geometric shapes 130 1-4 

Recognizes symmetry 140 1-4 

Patterns, Functions and Algebra 150 

Recognizes, creates and extends patterns 160 1-4 

Represents story problems 170 1-4 

Rubric Scale 

(1-4) 

Rubric Scale 

(1-4) 

Rubric Scale 

(1-4) 

Rubric Scale 

(1-4) 

Rubric Scale 

(1-4) 

Rubric Scale 

(1-4) 

Rubric Scale 

(1-4) 

Rubric Scale 

(1-4) 

Rubric Scale 

(1-4) 

Rubric Scale 

(1-4) 

Rubric Scale 

(1-4) 

Rubric Scale 

(1-4) 

None N Y 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Value 

Req 




Type 

Default 

Grading Scale 

Default 

Calculation 

Pull 

Mark 

Print 

Mark 

Value 

Req 

Data Analysis and Probability 180 

Classifies and sorts objects 190 1-4 

Rubric Scale 

(1-4) 

Highest 

Achieved 

Evaluates graphs, tables and charts 200 1-4 

Rubric Scale 

(1-4) 

Highest 

Achieved 

Creates graphs, tables and charts 210 1-4 

Rubric Scale 

(1-4) 

Highest 

Achieved 

Problem Solving and Mathematical 

Processes 

220 

Applies strategies to solve problems 230 1-4 

Rubric Scale 

(1-4) 

Highest 

Achieved 

Note: For the standards headings: Numeration, Measurement, Geometry, 

Patterns, Functions and Algebra, Data Analysis and Probability and Problem 

Solving and Mathematical Processes, you can leave the Mark Type option blank 

because they do not receive a mark. 

Note: If you do not select an option in the Mark Type list, the default option, 

Period Attendance, displays after you save. The default options: N/A, None, Y, Y 

and N, respectively, display in the Default Grading Scale, Default Calculation, Pull 

Mark?, Print Mark? and Value Req? lists after you save, if you do not select any 

options. 


Course List on the Assessments Tab 



the Reading course. 




Type 

Grade 10 A-F 

Default Grading 

Scale 

Lake View Primary 

School Default 

Default 

Calculation 

Last 

Achieved 

Effort 20 1-4 Rubric Scale (1-4) None N 

Basic Reading Skills 30 

Recognizes connection between letters 

and 

40 1-4 Rubric Scale (1-4) 

Recognizes sight words 50 1-4 Rubric Scale (1-4) 

Reads fluently 60 1-4 Rubric Scale (1-4) 

Comprehension Skills 70 

Predicts & supports from text 80 1-4 Rubric Scale (1-4) 

Draws conclusions 90 1-4 Rubric Scale (1-4) 

Summarizes 100 1-4 Rubric Scale (1-4) 

Compares & contrasts 110 1-4 Rubric Scale (1-4) 

Self-monitors reading 120 1-4 Rubric Scale (1-4) 

Respond to multi-level questions 130 1-4 Rubric Scale (1-4) 

Acquires Vocabulary 140 

Uses context clues 150 1-4 Rubric Scale (1-4) 

Identifies word parts & meanings 160 1-4 Rubric Scale (1-4) 

Classifies words into categories 170 1-4 Rubric Scale (1-4) 

Comprehends Informational Text 180 

Applies above skills to non-fiction 190 1-4 Rubric Scale (1-4) 

Identifies main ideas & details 200 1-4 Rubric Scale (1-4) 

Comprehends Literary Text 210 

Applies above skills to fiction 220 1-4 Rubric Scale (1-4) 

Identifies setting, characters & events 230 1-4 Rubric Scale (1-4) 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Pull 

Mark 

Print 

Mark 

Y Y Y 

Value 

Req 



the Writing course. 




Type 

Mark 10 A-F 


Scale 



Default 

Calculation 

Last 

Achieved 


Writing Processes 30 

Uses writing process (drafts, revises, 

edits) 

Writing Applications 50 


Responds to literature 60 1-4 Rubric Scale (1-4) 

Writes beginning, middle and end 70 1-4 Rubric Scale (1-4) 

Writes using main idea and supporting 

details 


Writes friendly letters and invitations 90 1-4 Rubric Scale (1-4) 

Applies Writing Conventions 100 

Prints legibly 110 1-4 Rubric Scale (1-4) 

Spells grade appropriate words 120 1-4 Rubric Scale (1-4) 

Uses correct punctuation and 

capitalization 


Writes with correct grammar 140 1-4 Rubric Scale (1-4) 

Oral communications 150 

Speaks with correct grammar 160 1-4 Rubric Scale (1-4) 

Stays on topic 170 1-4 Rubric Scale (1-4) 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Last 

Achieved 

Pull 

Mark 

Print 

Mark 

Y Y Y 

Value 

Req 



the Science course. 


Type 


Scale 

Default 

Calculation 

Pull 

Mark 

Print 

Mark 

Grade 10 A-F 



Power Law Y Y Y 


Earth and Space Science 30 

Identifies relationships of Earth's systems 40 1-4 Rubric Scale (1-4) Power Law 

Analyzes weather 50 1-4 Rubric Scale (1-4) Power Law 

Value 

Req 




Type 

Life Science 60 

Recognizes concepts of living things 70 1-4 Rubric Scale (1-4) Power Law 

Physical Science 80 

Compares physical characteristics and 

changes 

90 1-4 Rubric Scale (1-4) Power Law 

Scientific Ways of Knowing 100 

Questions and observes for scientific 

investigation 


Health 120 

Understands relationship between 

personal behavior and wellness 


Scale 

Default 

Calculation 


Pull 

Mark 

Print 

Mark 

Value 

Req 



the Social Studies course. 


Type 


Scale 

Default 

Calculation 

Pull 

Mark 

Print 

Mark 

Grade 10 A-F 



Power Law Y Y Y 


History 30 

Recognizes chronological order 40 1-4 Rubric Scale (1-4) Power Law 

Compares past and present day 

societies 


Recognizes contributions of historical 

figures 


People and Societies 70 

Identifies and compares cultural groups 80 1-4 Rubric Scale (1-4) Power Law 

Geography 90 

Identifies and uses map skills 100 1-4 Rubric Scale (1-4) Power Law 

Economics 110 1-4 Rubric Scale (1-4) Power Law 

Identifies wants and needs 120 1-4 Rubric Scale (1-4) Power Law 

Identifies goods and services 130 1-4 Rubric Scale (1-4) Power Law 

Government 140 

Identifies organization and purpose 150 1-4 Rubric Scale (1-4) Power Law 

Citizenship RIghts and Responsibilities 160 

Describes citizenship responsibilities 170 1-4 Rubric Scale (1-4) Power Law 

Social Studies Skills and Methods 180 

Uses variety of sources to obtain 

information and make decisions 


Value 

Req 





the Art course. 


Type 

Grade 10 A-F 

Default Grading Scale 

Lake View Primary School 

Default 

Default 

Calculation 

Highest 

Achieved 


Uses original ideas 30 1-4 Rubric Scale (1-4) 

Applies skills 40 1-4 Rubric Scale (1-4) 

Demonstrates craftsmanship 50 1-4 Rubric Scale (1-4) 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Pull 

Mark 

Print 

Mark 

Y Y Y 

Value 

Req 



the Music course. 


Type 

Grade 10 A-F 


Scale 

Lake View 

Primary School 

Default 

Default 

Calculation 

Highest 

Achieved 


Demonstrates rhythmic understanding 30 1-4 Rubric Scale (1-4) 

Demonstrates melodic recognition 40 1-4 Rubric Scale (1-4) 

Actively participates in creating & 

performing 


Demonstrates self-control 60 1-4 Rubric Scale (1-4) 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Highest 

Achieved 

Pull 

Mark 

Print 

Mark 

Y Y Y 

Value 

Req 

18. Continue to enter the following assessments, sequence numbers and mark types for the 

Work Habits course. 

Y 

Assessment Seq# Mark Type 

Default 

Grading 

Scale 

Default 

Calculation 

Pull 

Mark 

Print 

Mark 

Value 

Req 

Uses time wisely 10 Check+, Check, Check- 

Works independently 20 Check+, Check, Check- 

Stays on task 30 Check+, Check, Check- 

Seeks help as appropriate 40 Check+, Check, Check- 

Follows written directions 50 Check+, Check, Check- 




Default 

Grading 

Scale 

Default 

Calculation 

Pull 

Mark 

Print 

Mark 

Value 

Req 

Follows oral directions 60 Check+, Check, Check- 

Listens attentively 70 Check+, Check, Check- 

Completes work carefully and 

neatly 

Organizes work area and 

materials 

80 Check+, Check, Check- 


Returns homework 100 Check+, Check, Check- 

Attitude and Citizenship 110 

Follows rules 120 Check+, Check, Check- 

Respects authority 130 Check+, Check, Check- 

Interacts appropriately with 

peers 


Accepts responsibility 150 Check+, Check, Check- 

Demonstrates self-control 160 Check+, Check, Check- 

Copy Assessments 

You can save time by copying assessments from one subject to another. 

1. Select a course in the Course list as the course to which you want to copy assessments. 

2. Select a report card in the Copy the requirements from list. 

3. Select a course in the next list as the course from which you want to copy assessments. 



Copy the requirements from List on the Assessments Tab 

4. Click Copy. 

The copied assessments display. 

5. Adjust the wording of assessments, if necessary. 

6. Select Highest Achieved for each assessment in the Default Calculation list. 

7. Click Save to save the copied assessments. 

Continue to Add Assessments 

The Letter & Sound Recognition subject is different than the other subjects to which we have 

added assessments. You need to create an individual assessment for each uppercase letter, 

lowercase letter, and letter sound for a total of 78 total assessments. 

1. On the Assessments tab, select Letter & Sound Recognition in the Course list. 

2. You can enter sequence numbers 1 through 78. You do not have to use sequence 

numbers in increments of 10 for this subject since there is no possibility of having to insert 

additional assessments. 

3. For sequence numbers 1 through 78, enter a corresponding assessment that is an 

uppercase letter, lowercase letter and letter sound for each letter of the alphabet. For 

example, A, a, A sound each as individual assessments. 

4. Select Checkmark for Report Cards as the Mark Type unless you want the teachers to 

have the ability to create assignments for each of these 78 assessments. 



5. You do not have to select any options in the Default Grading Scale, Default Calculation, 

Pull Mark, Print Mark and Value Req lists. The default options in each column will display 

after you save. 


Note: If you run out of new rows as you are adding assessments, click Save 

occasionally to display new rows. 

7. Select Attendance in the Course list. 

8. Enter the following assessments, sequence numbers, mark types, default calculations, 

pull mark, print mark and required value options for the Attendance course. 


Note: The default option, N/A, displays in the Default Grading Scale list after you 

save if you do not choose an option. 


Default 

Grading Scale 

Default 

Calculation 

Pull 

Mark 

Print 

Mark 

Days Present 10 Points Average Y Y Y 

Days Absent 20 Points Average Y Y 

Times Tardy 30 Points Average Y Y 

Comments (do not exceed 495 

characters) 

Promoted to grade 50 

Placed in grade 60 

Retained in grade 70 

40 Comment Y Y 

End-of-Year 

Placement 

End-of-Year 

Placement 

End-of-Year 

Placement 

Note: The Attendance subject is a logical place for the homeroom teacher to add 

quarterly comments to the report card. The character count varies depending on 

the type/size of the Comments template piece selected on the Template tab. 

Y 

Y 

Y 

Value 

Req 

Attendance Assessments on the Assessments Tab 


Associate Assessments with Reporting Periods – Requirements Tab 

10. Click Requirements in the Web site banner. 

Associate Assessments with Reporting Periods – 

Requirements Tab 

1. On the Requirements tab, select the reporting period in which each assessment is 

evaluated. 

Note: When there are numerous assessments, it may be more efficient to click 

Select All to select all the assessments in all the reporting periods, and then 

deselect the specific assessments in the reporting periods that are not required. 

Requirements Tab on the Report Card Screen 


3. Deselect all of the check marks for the assessments in the AY (All Year) reporting period 

except for the assessments in the Letter & Sound Recognition course. 

4. Deselect the check marks for any assessments that are standards headings such as Basic 

Reading Skills and Comprehension Skills because they don’t receive marks. 

5. Deselect the check marks for YEF for all of the Letter & Sound Recognition assessments 

and the Comments assessment for the Attendance course. 

6. Deselect Q1, Q2, Q3 and Q4 for the Promoted, Placed and Retained assessments. 




Reporting Period Columns on the Requirements Tab 

8. Click Protected Marks in the Web site banner. 


1. On the Protected Marks tab, select Override All Marks. 

Note: Even though the school district’s report card is not integrated with a student 

information system, you must select one of the three Protected Marks options or 

the report card will not work. 

Override All Marks on the Protected Marks Screen 


3. Click Average Calcs in the Web site banner. 


Set Up Average Calculation Method – Average Calcs Tab 

Set Up Average Calculation Method – Average Calcs Tab 

Since we selected Use Basic Calculations as the Average Calculation Method on the General tab, 

and set up four reporting periods and a year-end final average on the Periods tab, we must now 

configure the formula for the year-end final average. 

1. On the Average Calcs tab, select Year-End Final in the Reporting Period list. 

2. Select 1st QUARTER in the list in the first row of the Period column. 

3. Select 2nd QUARTER in the list in the second row of the Period column. 

4. Select 3rd QUARTER in the list in the third row of the Period column. 

5. Select 4th QUARTER in the list in the fourth row of the Period column. 

6. Enter 1 in the Weight column in for each of the four quarters. 

Note: The number in the Weight column means that each of the four quarters 

represents 1/4 or 25% of the final average. 

7. Select Use Averages in the Select the Calculation Method list. 

The Use Averages calculation method means that regardless of the letter grade that is 

issued for each of the four grading periods, GradeBook uses the averages in the teacher’s 

grade book for each of the four quarters to derive the year-end average. If your school 

uses letter grade values to determine the year-end average, then select the Use Grades 

calculation method. In that case an A has a value of 4, B = 3, C = 2, D = 1 and F = 0. 

GradeBook adds each of the four values and divides the total by four. The result maps to 

the Point Range of the appropriate grading scale to determine a letter for the year-end 

average. 



Average Calcs Tab 


Add Messages – Messages Tab 

10. Click Messages in the Web site banner. 

Add Messages – Messages Tab 

1. On the Messages tab, enter First Grade Progress Report in the Report Card Title field. 

Note: You can click Save at any time while entering text in the Message fields. 

Whether or not you click Save after entering each message, be sure to click Save 

after entering the last message before you leave the screen. 

2. To create a message to parents, type Dear Parent/Guardian:{\par} in the Message 1 

field. The {\par} is RTF code that generates a line break. 

Messages Tab on the Report Card Screen 

3. Type the remaining text in the Message 1 field: 

Successful academic achievement requires the cooperative effort of the student, the 

parent/guardian, and the school. Together, we can work to provide a quality educational 

program.{\par} 

This progress report is a record of your child’s overall achievement in school. Should 

you desire additional information about your child’s progress, you are encouraged to 

contact school personnel to arrange a conference.{\par} 

Your assistance in helping your child be successful in school is truly appreciated.{\par} 

Keith E. Richards{\par} 

Superintendent of Schools. 

4. Place your cursor in front of the superintendent’s name and press the Spacebar 35 times 

to indent the name. 

5. Repeat step 4 to indent the Superintendent of Schools title. 


Format Templates – Templates Tab 

Message 1 Field on the Messages Tab 

6. Type Explanation of Marks in the Message 2 field. 

7. Type b = Beginning{\par} d = Developing{\par} s = Secure in the Message 3 field. 

8. Type 4 = Excellent{\par} 3 = Good{\par} 2 = Needs Improvement{\par} 1 = 

Unsatisfactory in the Message 4 field. 


Necessary {\par} RTF Code for Line Breaks on the Messages Tab 

10. Click Template in the Web site banner. 


The Legal tri-fold template is set up to display three columns on the front side of a legal-size piece 

of paper and three columns on the back side. We will format the printed report card by adding 

numerous template pieces to the template. Do not be overly concerned about making every item 

perfect from the beginning of the formatting process. It may be easier to enter all of the template 

pieces first and then correct column placement and spacing issues later. 



The template pieces with corresponding sequence numbers 10 through 50 display in only one of 

the six columns the report card. 

1. On the Template tab, select File Header template piece in the Option column. 

Note: The File Header must be the first template piece in a standards-based 

report card. 

2. Enter 10 in the Seq# column next to File Header. 

3. Select Marks (5 column, 1/3 width) in the next three blank rows in the Option column. 

4. Select Marks (4 column, 1/3 width) in the fourth blank row in the Option column. 

5. Enter 20, 30, 40 and 50, respectively, in the Seq# column next to each Marks template 

piece. Use sequence numbers in multiples of 10 to make it easier to insert additional 

template pieces later or move existing template pieces to a new location in the list. 

6. Select Art, Music, Physical Education and Work Habits and Skills, respectively, in the 

Course list next to each Marks template piece. 

7. Select Column Break in the next blank row in the Option column to designate the end of 

the first column. 

8. Enter 100 in the Seq# column next to the column break template piece. You may find it 

helpful to use sequence numbers in multiples of 100 for each Column Break template 

piece to allow for other template pieces to be inserted between them. 

Seq# Column on the Template Tab 

9. You do not have to select any options in the Font, Size and Rows After columns. The 

default values in each column will display after you save. 


11. Select the following template pieces in the Option column and enter numbers in the Seq# 

column, respectively. 



Seq# Option 

110 Teacher Comments (full page length) 

200 Column Break 

210 School Header (Title, District & School) 

220 Student Header with Principal 

230 Message 1 (with a border) 




270 Attendance (5 column with Days Present) 


310 Marks (5 column, 1/3 width) 

320 Custom K Letter Box (Upper, Lower, Sound) 








Note: Whenever you run out of blank rows, click Save. New additional empty 

rows display at the bottom of the screen after you save. 

13. Select the following courses in the Course list for the following template pieces in the 

Option column. 

Option 

Teacher Comments (full page length) 

Attendance (5 column with Days Present) 

Marks (5 column, 1/3 width) 






Course 

Attendance 

Attendance 

Reading 

Letter & Sound 

Writing 

Science 

Social Studies 

Mathematics 

14. You do not have to select any options in the Font, Size and Rows After columns. The 

default values in each column will display after you save. 

15. Change the 1 to 0 in the Rows After column for the Marks (5 column, 1/3 width) template 

pieces associated with the Art and Music courses. 


Preview Report Card 

16. Select Page Break in the Option column in the next blank row. 

17. Enter 1000 in the Seq# column next to the Page Break template piece. 


Page Break Entry on the Template Tab 


1. Click the Preview link to view the printed report card layout. 

2. On the File Download window, click Open to view the report card in RTF file format in 

Microsoft Word. 

3. In the RTF report card file, scroll to the far right of the screen to see the full width of the 

outside portion and scroll down to bottom of the screen to see the inside portion. 

The report card, as it is currently formatted, is three pages long, but needs to fit on two 

pages. Notice that the Art, Music and Physical Education courses display with no spacing 

between the courses. That is because on the Template tab, we changed the 1 in the Rows 

After column to 0 for the Art and Music courses to eliminate the space. 



Standards-Based Report Card in RTF Format – Page 1 

Also notice that the Mathematics course has continued from the bottom of the second 

page to the top of the third page. 




4. Close the RTF report card file. 


Adjust Template to Eliminate Third Page 

We will make some adjustments to the template such as reducing the point size of the template 

pieces and removing specific column breaks to eliminate the third page. 

1. On the Template tab, change the point size in the Size column from 10 to 9 for the template 

pieces with sequence numbers 310 through 520. 

Note: The default point size is 10; however, point sizes range from 2 to 20 points. 


3. Click the check box in the Delete column for Seq# 400 Column Break and Seq# 500 

Column Break. 


Deleted Entries on the Template Tab 



Preview Adjusted Columns 

1. Click Preview. 

In the RTF report card file, notice that the third page has been eliminated. The Writing 

course starts at the bottom of the first column and continues to the top of the second 

column. The Social Studies course starts at the bottom of the second column and 

continues to the top of the third column. 


Two Page Report Card 

Add Subject Continued Assessments 

Since the Writing and Social Studies courses begin at the bottom of one column and continue to 

the next column, we will create an extra line of text at the top of columns two and three to indicate 

that these subjects are continued from the previous column. 

1. On the Template tab, click Assessments in the Web site banner. 

2. On the Assessments tab, select Writing from the Course list. 

3. Enter Writing (cont.) in the first empty row in the Assessment column. 

4. Enter 75 in the Seq# column to position the assessment just before the Writes using main 

idea and supporting details assessment. 

5. Leave the Mark Type option blank since this assessment is a subheading and does not 

require a calculated mark. 


7. Select Social Studies in the Course list. 

8. Enter Social Studies (cont.) in the first empty row in the Assessment column. 



9. Enter 125 in the Seq# column to position the assessment just before the Identifies goods 

and services assessment. 


Note: There is a known issue with assessments that are used as a subheading on 

the report card and do not require a mark not displaying properly on the report 

card. On the Requirements tab, in the Writing course, make sure to select the 

check box in at least one of the reporting periods for the Writing (cont.) 

assessment, save, deselect the reporting period, and save again. Repeat this 

process for the and Social Studies (cont.) assessment. Use this workaround to 

ensure that the Writing (cont.) and Social Studies (cont.) assessments display 

properly on the report card. 

Preview Subject Continued Assessments 


Preview the Report Card 


3. On the Requirements tab, click Template in the Web site banner. 

Add End of Year Placement to Template 

Since there is room under the Teacher Comments in the second column on the first page of the 

report card, we can insert the End of Year Placement template piece. 

1. On the Template tab, enter 120 in the first blank row in the Seq# column. 

2. Select End of Year Placement (Promoted, Placed, Retained) in the Option list. 

3. Select Attendance in the Course list. 

4. Enter 0 in the Rows After column. 




End of Year Placement (Promoted, Placed, Retained) Entry on the Template Tab 

Preview End of Year Placement 


End of Year Placement Template Piece Under the Teacher Comments 


3. On the Template tab, click Messages in the Web site banner. 



Adjust Messages Using RTF Code 

Since there isn’t a legend for the Work Habits & Skills course, we can create one using check 

marks and plus and minus symbols that will display immediately above the course on the report 

card. We can also combine the explanation of marks messages we entered previously to display 

in one box instead of three boxes with space between individual lines and a border around the 

Explanation of Marks title. 

1. On the Messages tab, type the following text in the Message 5 field: 

{\fs16 {\box{\brdrdb {\qj \b {\f14\fs16 {\field{\*\fldinst SYMBOL 252 \\f"Wingdings" \\s 

10}{\fldrslt\f14\fs16}}}+ = Excellent {\f14\fs16 {\field{\*\fldinst SYMBOL 252 

\\f"Wingdings" \\s 10}{\fldrslt\f14\fs16}}} = Average {\f14\fs16 {\field{\*\fldinst 

SYMBOL 252 \\f"Wingdings" \\s 10}{\fldrslt\f14\fs16}}}- = Needs Improvement{\par}}}}} 

Inserted RTF Code 


3. Type the following RTF code in the Message 6 field. 

{\box{\brdrdb \qc \fs24 Explanation of Marks{\par}}} 

{\box \brdrs \fs20 

{\tab}{\tab}{\tab}b = Beginning{\par} 

{\tab}{\tab}{\tab}d = Developing{\par} 

{\tab}{\tab}{\tab}s = Secure{\brdrbtw \brdrs {\par}} 

{\tab}{\tab}{\tab}4 = Excellent{\par} 

{\tab}{\tab}{\tab}3 = Good{\par} 

{\tab}{\tab}{\tab}2 = Needs Improvement{\par} 

{\tab}{\tab}{\tab}1 = Unsatisfactory 


Creating a Box Around the Explanation of Marks Legend with RTF Code 



Entering {\tab} RTF Code to Indent and {\par} RTF Code to Force a Line Break 

5. Click Template in the Web site banner. 

6. On the Template tab, enter 45 in the first empty row in the Seq# column. 

7. Select Message 5 (no border) in the Option column. 

8. Enter 0 in the Rows After column. 

9. Scroll to Seq# 240 and change Message 2 (with a border) to Message 6 (no border) in 

the Option column. 

10. Click the check box in the Del? column for Seq# 250 Message 3 (with a border) and 

Seq# 260 Message 4 (with a border). 

Delete Message 3 (with a Border) and Message 4 (with a Border) 

11. Change the number in the Rows After column from 1 to 3 for sequence numbers 210, 220, 

230 and 240 to create more space between the template pieces on the report card. 


Preview Messages Using RTF Code 


In the first column on the report card, notice the legend of marks between the Physical 

Education and Work Habits & Skills courses. Also, in the third column, the Explanation of 

Marks title displays inside of a border with the remaining explanation of marks centered 

beneath it in one box. 


Associate Assessments with Mapping Identifiers in Reporting Periods – Mappings Tab 


3. Click Mappings in the Web site banner. 

Preview Messages 

Associate Assessments with Mapping Identifiers in Reporting 

Periods – Mappings Tab 

1. On the Mappings tab, select Attendance in the Course list. 

2. Select the following mapping identifiers in the Q1 list for the attendance assessments. 

Mapping ID 

#Present1# 

#Absent1# 

#Tardy1# 

#Comment1# 

Assessment 

Days Present 

Days Absent 

Times Tardy 

Comments (do not exceed 495 characters) 



Mapping Identifiers for Assessments in the Reporting Period on the Mappings Tab 


4. Continue to select the following mapping identifiers in the Q2 list for the attendance 

assessments. 

Mapping ID 

#Present2# 

#Absent2# 

#Tardy2# 

#Comment2# 

Assessment 

Days Present 

Days Absent 

Times Tardy 



assessments. 

Mapping ID 

#Present3# 

#Absent3# 

#Tardy3# 

#Comment3# 

Assessment 

Days Present 

Days Absent 

Times Tardy 



assessments. 

Mapping ID 

#Present4# 

#Absent4# 

#Tardy4# 

#Comment4# 

Assessment 

Days Present 

Days Absent 

Times Tardy 


7. Continue to select the following mapping identifiers in the YEF list for the assessments. 



Mapping ID 

#Present5# 

#Absent5# 

#Tardy5# 

#Promoted# 

#Placed# 

#Retained# 

Assessment 

Days Present 

Days Absent 

Times Tardy 

Promoted to grade 

Placed in grade 

Retained in grade 


Mapping Identifiers for Assessments in Reporting Periods on the Mappings Tab 

9. Select Letter & Sound Recognition in the Course list. 

10. Select #A1# in all of the reporting periods and AY lists for the A assessment. 

11. Continue to select the mapping identifiers that include 1, which represent the uppercase 

letters, in the remaining three reporting periods and AY lists for all the remaining 

uppercase letter assessments through Z. 

Note: It’s a good idea to Save after you fill in all the rows on the screen so that if 

the Internet connection is lost you will only lose the data since the last time you 

saved and not all of it. 

12. Continue to select the mapping identifiers that include 2, which represent the lowercase 

letters, in all the reporting periods and AY lists for all the lowercase letter assessments, a 

through z. 


14. Continue to select the mapping identifiers that include 3, which represent the letter sounds, 

in all the reporting periods and AY lists for all the letter sounds assessments. 



Check Spelling on Report Card 

Check Spelling on Report Card 

You can use the Spell Check feature to check the text on the report card for spelling errors. 

1. Click Preview in the Web site banner. 

2. Click the Spell Check icon in Microsoft Word to begin searching for spelling errors. 

3. Notice that “responsiblity” is misspelled in the Accepts responsiblity assessment in the 

Work Habits & Skills course. 

Run the Spell Check 

4. Do not correct the error, but close the spell check feature. 


6. On the Mapping tab, click Assessments in the Web site banner. 

7. On the Assessments tab, select the Work Habits & Skills course in the Course list. 

8. Scroll to the Accepts responsiblity assessment with the spelling error and correct it. 


Correct Spelling Errors in the Assessments 





grades on the Report Card Entry screen. GradeBook runs numerous verifications to make sure 

the report card is set up properly. Once the report card has been compiled, each time it is 

changed, it must be recompiled. The status displays in the Compile Results column on the Report 

Cards screen where you can easily see if the report card contains warnings or errors. 





troubleshooting purposes by GradeBook Support personnel. 

Error and Warning Messages from the Compile Tab 

The following warnings and/or errors may occur: 














3. Troubleshoot the issue(s) as needed. 







channel. 





8. Select the Active report card mode to make the report card available to teachers to enter 

grades. 









Completed Standards-Based Report Card in RTF Format – Page 1 



Completed Standards-Based Report Card in RTF Format – Page 2

ProgressBook v12.0 System Manager Guide - Swoca

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