***important information for report...

of 18 Skyward Web: FINAL Secondary Report Cards Technology/TSM/JL 05/2017

HIGH SCHOOL‐ FINAL REPORT CARDS 5/2017

***IMPORTANT INFORMATION FOR REPORT CARDS***

READ CAREFULLY BEFORE YOU CONTINUE

FINAL REPORT CARD NOTES:

All report cards at all levels will be mailed this year. Please follow the report card instructions carefully to ensure the report cards line up appropriately for the envelopes.

Do not add more information than is demonstrated in the instructions. If you add more, you COULD cause the report cards to turn from portrait format to landscape format. The landscaped report cards will not fit in the envelopes appropriately. All of the Report Cards have been approved by the administration for their content and format.

Your final report cards could go to two pages. Due to new state reporting requirements which dictate the way schedule changes are done, we must now print both enrolled and dropped classes on the report card in order to get all of the grades for the year. For some students this can cause their report card to extend to two pages. If that is the case, you will need to set both the report card report template to “duplex” AND your printer to duplex.

By setting the Report Card template to “duplex”, this will insert a blank back page for the report cards that are not two pages, but will allow for the data on the two page report cards to print on the back of the duplex report card.

You must also tell your printer to duplex print the report cards; otherwise it will just print everything on the front of the paper and some students will have two pieces of paper instead of one. This is not what you want. This will cause issues with the mail room. Make sure you are using a printer that has the duplex feature. Every campus should have this capability.

HOW WILL I KNOW THAT I HAVE REPORT CARDS THAT ARE TWO PAGES? Once the report card report has completed processing, open it to view. Right click in the field of the report card and select FIND. In the FIND box, type in the word CONTINUED and let it search the document for this designation. If you find ANY report cards that are continued to a 2nd page, you MUST regenerate them and PRINT THEM WITH THE duplex set up.

TIPS FOR KEEPING THE REPORT CARDS ONE PAGE LONG:

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

A. Pull those students’ report cards and hand stuff them in the envelope for the mailroom B. See if there are dropped classes that have the posted grades duplicated in another class. If so, the original

class grade record could be set to “do print on report card”. NOTE: this can only be done if the grades are in terms 1 and 2 where there was no semester grade earned in the class. (If there is a semester grade for a class it must be printed on the report card.) This may shorten that student’s report card. Then rerun just that student’s card and reinsert it in the stack according to zip code for the mail room.


Posting Window 2017- The posting window is set to open on 5/23 (11:59 pm) and close on 5/25 (11:59pm)

to capture the senior grades. (This has obviously already happened). It will then reopen on 05/30 to capture the remaining student grades. Please note that ALL students grades will post when the posting window opens on 5/23, but only the senior grades should be the Final grades. Once the posting window reopens the non-senior students grades will continue to post from the teachers’ grade books until it closes again for the end of the year.

1. Selected Grades report: If teachers have entered grades in their grade book, the grades will be

posted for Term 6. If they entered grades for previous terms, that have not been posted back, they will need to request grade changes.

a. OFFICE>GRADING>REPORTS

b. GRADE INFORMATION/ANALYSIS>SELECTED GRADES

Suggested uses of this report:

Blank Grades for

specific terms

Grades over 100

Incomplete Grades


If you have already built a report template for this purpose you MUST EDIT that template to ensure the correct year

and other settings are up to date. If you do not have a template you can ADD one.

c. Click the ADD or EDIT button

d. Name your template

e. Since you want to use this report to give to teachers, click BY OTHER in the Report Type area

f. Be sure “Include All Activities” is checked.

g. Click the RANGES button in the Report Type screen.

h. Set ranges if needed for courses or buildings, otherwise click OK.

i. Click THE SORT BY button


j. Set your desired sorting options. This example would sort the report by teacher. (NOTE: if there is more than one teacher associated with the class, the report will “find the first teacher” to print. This may not be the teacher of record.)

k. Click OK.

l. In the REPORT OPTIONS area:

i. SCHOOL YEAR should be set to the current school year. (This is very important especially if you are

editing an old report template.)

ii. PAGE BREAK: Use the drop down menu to select Page Break by First Sort (if you are only sorting by teacher) or Page Break by First and Second Sort (if you are sorting by building and teacher)

iii. ONLY PRINT SELECTED GRADE MARKS should NOT BE checked.

iv. In the COURSE RANGES area: Check the GRADE MARKS you are looking for. If you just want to see Blanks, that should be the only grade mark set.

If you want to see Incompletes, check that box.

If you want to see grades over 100, check all the possible grade marks over 100.

m. STUDENT CLASS STATUS: “Enrolled”. This will eliminate looking at

Dropped classes that have no grades.


n. INCLUDE ALL STUDENT CLASS LENGTHS should be checked. If you uncheck it you will be able to click the button “Class Lengths” to select specific lengths if needed.

o. CLASS RECORD TYPE: “Current Year”

p. GRADE BUCKETS TO CHECK: Select the grade buckets (terms) you want the report to look at for the grade marks you indicated. FINAL IS NO LONGER NEEDED

q. CLICK SAVE AND PRINT

2. UPDATE ATTENDANCE – From Office/Attendance/Setup/Utilities—Select “Update Student Classes with Term Attendance”.

a. Add a template if you have not already done so. b. Set Terms to All Year c. Click the Absence Types button d. Select U, A, and T e. Click Save on the type screen. f. Click Save and Run on the Template. This utility will

run in your print queue. Once it is complete you can continue.

3. INPUT OF GRADE CHANGES—All grade changes should be input by the teachers in their grade book. Once the changes have been made in the grade book, they will auto-post to Student Management if the posting window is open. (NOTE: An overnight opening is required before all grades will be posted.)

4. GRADE DIFFERENCES REPORT—You can run a grade differences report to verify that the posted grades are the same as the gradebook calculated grades.

a. In Educator Access Plus- Grade Posting

Adminstration- Grade Differences Report b. Select the appropriate campus and term. c. Click Print


5. GRADE CHANGES REPORT: Since the senior grades have to be completed by 5/25 at 11:59pm, you may want to run a grade changes log report to verify that no senior grades have been changed once the grade posting window opens again for the underclassmen postings. I suggest you run it during the week and again once the final grade posting window has closed, so that you can address the issue with the teacher.

a. Office>Grading>Reports b. Grade Information/Analysis> Grade Changes Log c. Add a new template d. Name your template “Senior Grade

Changes” e. Set the Report Type to “By Student”

f. Click the Ranges Button and set it for seniors only. Click SAVE.


g. Set the Date Changed: Low range to the date when the grade posting window opens back up and you can leave the High as is – 12/31/9999.

h. All other ranges should be as shown. i. Set the Grade Marks to all by clicking the “Select All Grade Marks” button j. Grade Marks Apply to : Both

This report will show the Student/Class/ grade before the change/grade after the change and who changed it. If the teacher’s name is listed or there are ******, then the change was made in the grade book and posted when the grade window opened back up.


Make sure that prior to running this utility you have cleared all appropriate S1 NCs and added/cleared your S2 NCs as well as everything else that you normally do prior to running report cards. (This utility will not work at Shannon HS due to the current quarter grading setup.)

6. Run the Failing Credit Override: A. Go to Office/Grading/Setup/UT/PS/FC B. Click to create a new template C. Enter a Template Description

(ex. Failing Credit Override) D. Under “Course range”

1. Check: By Grade Set 2. “Course Grade Set Selection”:

choose Semester Long 3. “Grades To Use”:

choose Semester Grades E. Under “Utility Options”

1. Average Rounding: Use Grade Calculation Ranges 2. Check the box beside Combine Semester Courses Using Service IDs This is the setting that will combine the S1 and S2 grades for calculating the passing grade. 3. Check: Replace Failing Grades with Period Grades Check: Include All Grade Marks

Check: S1 F. Under “Student Ranges” 1. Check Range 2. Click on the button 3. Set the Ranges Maintenance Screen to look like this 4. Hit and choose your entity a. Click Save 5. Click Save again G. Hit Save and Run H. A report will be generated that will show you the grades that were affected. This process will only review grades earned/entered at the current Campus. It does not look at grades from other BISD campuses. Those will have to be reviewed and handled manually if The credit is going to be given.

Important note: RERUN this utility each time that you clear an NC. You can run it for the individual student. This will update any S1 failing grade with a dot grade if applicable.


7. REPORT CARD HOLDS: You can put a report card hold on homeless students who do not have an address in which to mail their report card to. This will prevent the use of postage for insufficient addresses. a. Run the Data Mining Report “Address Verification BLANKS”. This will show students who have a

blank street name in their address. It will also show if they have a mailing address in place such as a POBox.

b. If there is no address or mailing address, you can put the RCH student type on their enrollment

record. The attendance clerk will edit the entry line and change the student type from “R” regular to “RCH” report card hold.

c. You will then SORT the report cards by Student Type to separate these from the mail out report cards. NOTE: See section 9. Part L. on Sorting.

8. Generating the Report Card File— a. Go to Office/Grading/Report Cards/Reports, b. then under Report Cards, select District Report Cards‐DR

9. ADD a new template for the FINAL REPORT CARD.

*******DO NOT CLONE THE PRIOR 6 WKS TEMPLATE!************* A. Name your template as shown here. Using the CORRECT YEAR.

B. Make sure the year is correct

C. Select the Correct Report Card Setup Template—“”2017 FINAL – ENHANCED”


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

1. Set the ranges for the appropriate grades and Student Status to ACTIVE. 2. THIS STEP IS NOT TO BE USED FOR MAILING REPORT CARDS….. (If you have students DAEP and do not want to print their report cards or want them printed separately, you can UNCHECK the box for “Include All Schools”, click the “Schools” button and only select your campus/school number and leave the 006 schools unchecked. 3. Click SAVE

**Makesurethe

orientationisstill

showingas

PORTRAITbefore

youprint!


E. MAIN SETUP‐ expand the section by clicking the + node. 1. Change the “Grading Period” drop down to “Run for Grading Period” 2. Click the underlined words, “Grading Period:” to select the appropriate grading term from

the list and click “Select” 3. Uncheck “run GPA Calc for each student on the report” 4. Check the “GRADE BUCKETS” appropriate for the FINAL report card. Ex: Terms 1-6, both

SE1 and SE2, both S1 and S2 (and in MS for the final grade), Don’t forget the CZ6. NOTE: Do not select to print all of the Citizenship grades. This will cause adverse affects

on the report card format.


F. FORMAT‐ expand the section by clicking the +.

1. Click inside the box for the Heading area. This is where you will type in the school name, address, and principal’s name

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

3. Do not check the box for “Print Headings on Multiple Lines”. This will AUTOMATICALLY cause two page report cards.

4. NOTE: if you know you are going to have two page report cards, you will need to check “Print duplex Report Card”. This will tell Skyward to create each report card with a “front” and “back” page. If a report card is only 1 page long, you will see a blank back page following it in the report card PDF. You will then also have to tell your printer to print the report card file as duplex in the printer settings. It will then print the 1st page on one side followed by the 2nd page on the back. To avoid two page report cards follow the directions and refer to the “FINAL REPORT CARD NOTES” at the beginning of this document.

5. Check other options if you use them.

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

up for you.

G. STUDENT/FAMILY- 1. Click First Only 2. Click English under Language Translator

3. Check the Box for “Print Report Cards for Students Without Any Families set to receive report cards.”


H. COURSES‐

1. Set the class record type to “BOTH”- This will enable the credit recovery grades and other manually entered grades to appear on the report card. It will include any current year transfer grades as well.

2. Click “Exclude Courses Without Grades” (option) 3. Click “Group sections of same course on same line”. 4. Click “Group Sections of different Courses on the Same Line”

5. Click “Overlapping Grades” 6. Optional--Click “Include Dropped Classes”

See explanation attached.

I. ATTENDANCE‐ This has been set for you in the report template and will only show the current term’s attendance totals. You can skip this section. NOTE: If you print Special Codes for the classes, the attendance will not print on the report card.—See the Custom section directions.


J. COMMENTS 1. Input the correct marking period range for the comments. This should match the same

marking period under the Main Setup. FOR TERM 6 IT SHOULD BE 16‐16. FOR QUARTER 4‐

15‐15.

2. Check the “Print Comment/Legend After address” indicator. 3. Enter the appropriate comment into the box. 4. Check the “Use

Generalized Free Form Comment” indicator if there is an additional comment.

5. Enter the appropriate comment into this box

K. GPA: Unless you print the GPA on the report card, skip this section.

L. CUSTOM Optional---*Check the box for “Print Special Codes”. NOTE: If you check this option the attendance for the class will not print.


M. Click the SORT BY BUTTON at the top of the screen. (you will need to scroll up) 1. If you set students without addresses to Student Type, RCH, your first sort

must be Student Type. This will separate the report cards without addresses from the ones that have addresses.

2. The second sort should be Family Zip Code. – This allows the mail room to group the zip codes together for processing.

3. Click OK.

N. Click SAVE. NOTE: Check the “Report Options” section AGAIN to make sure it is set to Portrait and NOT Landscape.

O. Select the correct report and click PRINT. P. Review the report cards for accuracy:

1. Sort Correctly- Zip Codes 2. Details 3. Correct Comments 4. Correct Attendance information (if not using Special Codes) 5. Teacher Comments are for the appropriate marking period. 6. Citizenship for T6 is showing ( will be under T1 for Final) 7. Campus information 8. Grades showing 9. Correct term reflected on the right side of the report card and under the student’s name.

Q. Print one report card that has the address on it and tri-fold it to make sure the address shows in the window envelope appropriately. (this has been tested in Technology)

R. SAVE a file copy to your U:\--- If you do not already have a Report Card file, you should create one. This will allow you to reprint report cards as needed.

S. Print on paper for distribution. T. Print a copy for the cumulative file.

of 18 Skyward Web: FINAL HIGH SCHOOL Report Cards TIMS/TSM/JL 05/2016

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

have similar options.

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

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

11. Select the appropriate printer

Click the Properties button. Select Long Edge in the Duplex options area.

PRINT A FEW

PAGES ONLY FOR

TESTING BEFORE

YOU PRINT

ALL!!!!!

INDIVIDUAL REPORT CARD—Go to the grade screen in the student record. Select Quick Print. District Report Card, Select the appropriate report card template. Click print.

GO TO NEXT PAGE FOR POSTING INSTRUCTIONS


12. POSTING TO FAMILY ACCESS

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

THEM TO FAMILY ACCESS.

a. Edit the correct Report Card Template. b. Go to the

“MAIN SETUP” section and expand it by clicking the + node.

c. Check the box for “Save Report Cards to Student Portfolio”

d. You will need to type in the “Portfolio Record Description”:

e. This description will be the title of the attachment in Family Access and in the student portfolio, so it must include the year, term and type of grade report. Follow this example:

YYYY‐YY Xst SIX WEEKS REPORT CARD

YYYY‐YY= School YEAR

Xst= TERM

f. It should look like this: 2016‐17 6th SIX WEEKS REPORT CARD

g. Once you are sure you are ready, Click Print. (For the report cards you won’t get a second hard copy.) This process will post the Report Cards to Family Access and the Student Portfolio. You will get a confirmation report like this.

Once this is done, you must:

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

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

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

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


What the parents will now see in Family Access:

They will see a tab on the left called “Report Cards”.

They will see all of the posted IPRs or Report Cards. They can click the link and then open the attachment. This may require Adobe Reader to be on their computer.

What the Campus Staff will now do to re‐print a report card:

1. Go to the student’s portfolio tab. 2. Select Attachments 3. Highlight the appropriate attachment/Report Card

4. Click the VIEW Attachment button. 5. The same exact report card that was generated during the report card printing process will

open in Adobe from which it can be re-printed.

WHAT IF A REPORT CARD NEEDS TO BE CORRECTED? If it is ONE or a few report cards, edit your template, select individual instead of ranges. Select and ADD the student(s) that need a new report card. Print the hard copy, then post it. Then contact Tonya Main with the names of the duplicates that need to be deleted. If it is an entire class or you need change the whole run, print the hard copies. Repost them, then contact Tonya Main who will then delete your duplicates.

***important information for report...

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