Where did it go? With the Easter holidays over, the end of another year is not too far away. It seems like only yesterday, that we were releasing articles on setting up the scholastic year.
We take this opportunity to give you a few checkpoints to go through. Our job is to make sure you can produce that final grade report, set up your rollover, and take a well deserved summer vacation.
Things to check
1. Class/Course enrolment - Students not listed in contribute/assess/review
During the year, Students may be withdrawn or transferred into another class. Ask the contributing staff to check their class/course enrolment lists to see if they are accurate.
If students have been withdrawn from a course during the year, you can still enter a grade for their final report. Amend their enrolment dates to cover the final assessment term, enter the assessment, and publish their PDF.
This will be saved on their profile, and guardians can access via their portal. Don't forget to reset the dates after publishing.
2. Everything is grey - We can't add grades
Check your assessment set up. Have a look at the dates in Grade reports/Publish. If you have made any requests to customise averages, ongoing assessment data, or custom assessments, then check the initial specifications in your support tickets.
If you have had a change in staff, and you have lost access to historic tickets, then we can allow certain super users to see all tickets submitted. Just submit the request via support and list the staff members who should have view access for all tickets.
3. Which term is it?
A reminder that terms are split into assessment periods for grade report (is exam), and assignments/attendance (is schedule). Assignment averages are calculated on a term basis, unless there has been a change requested.
4. Difference between contribute and review
The default workflow for assessments is that Teachers will assess/contribute on a term/course/student level. Teachers must be enrolled to the course.
The second step is for review. Teachers can review the grades and add a general comment to the overview based on a term/class/student level. They can either save as draft to reopen the comments to course teachers, or save as reviewed to close the assessment grid. Term reports can be published individually using the Publish function if available on individual students.
If everything has been reviewed, then go ahead and publish the class level. The reports will be available on student and guardian portals.
Encourage users to reduce paper and printing, by publishing to MySchool portals only. If users require a paper copy then set a later date for this or attach a cost.
5. I can't see the report....!!!!
The grade reports are available on both guardian and student portals. After publishing they appear in the historic reports section of the student enrolment tab. If there is a problem with one student, follow the below steps to verify settings;
- Confirm the enrolment of the student is current (Check class/course).
- Is the guardian set correctly and has Access/Perm. ticked in the relationship field on the student profile. Make sure they have an active status in the security tab (and have an email address).
- Go to Grade Report/Review, and unpublish or save as draft. Then republish and check access after this.
If a larger group is affected then you can try to republish the reports for their class level.
6. Format and set up changes
We appreciate that errors can occur with formatting, calculations, and comments. We try to accommodate minor changes for the final grade report season, but are unable to change the report structure.
To avoid frustration, make sure you plan your assessment reports at the start of the year. This enables our teams to plan the changes, and avoid bottle necks in production.
7. Understand your change requests
When we are requested to change features in grade reports, we try to log as much detail as possible. Go through your old tickets regarding set up, check to see if the grades are being pulled correctly. If you have requested any changes in class structure or added courses then make sure the assessment criteria is available.
8. Everything changed!!!
If you change a part of your assessment set up or grade report PDF, these changes will be applied to all historic data if republished. The system cannot hold templates per year. If you have not published the grade reports to the student profiles, the historic version will be lost.
Check out the articles on the new assessment system which is due for release in the new version 1.8. These features will allow you to create your own assessment criteria, follow up students development, and track academic progress with MySchool assessments.