IMPORTANT INFORMATION FOR REPORT CARDS · Page 2 of 17 Skyward Web: FINAL Secondary Report...

of 17 Skyward Web: FINAL Secondary Report Cards Technology/TSM/JL 05/2019

HIGH SCHOOL- FINAL REPORT CARDS 5/2019

***IMPORTANT INFORMATION FOR REPORT CARDS***

READ CAREFULLY BEFORE YOU CONTINUE

FINAL REPORT CARD NOTES:

All report cards at all levels will be mailed. 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 2019- The posting window is set to open on 5/23 (12:01 am) and close on 5/31(01:00 pm)

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

NOTE: Posted grades that

appear to be over 100, will

calculate as 100 (not more

than 100) and will print on

the report card and transcript

as 100. They also appear in

Family Access as 100.


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.

m. 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.

n. STUDENT CLASS STATUS: “Enrolled”. This will eliminate looking at Dropped classes that have no

grades.


o. 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.

p. CLASS RECORD TYPE: “Current Year”

q. GRADE BUCKETS TO CHECK: Select

the grade buckets (terms) you want the

report to look at for the grade marks you

indicated. FIN is no longer needed

r. 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, S 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.) For any other term grades changes, the teacher will need to “request grade changes” and the

office will need to “accept the grade changes” before they are 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


THE FOLLOWING STEP IS UNESSESARY FOR 2019 SINCE THE SENIORS WILL GRADUATE AFTER THE LAST

DAY OF SCHOOL.

SKIP TO STEP 6 ON 8.

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 or the 2018-Final RC template!

If you had a template set correctly last year, you may have a 2019-FINAL template that was created for you

during the RC setup process this year. If so, you can use it, but edit it and check each setting to update where

needed. If the template was a shared template that does not have your name attached to it, you will have to

create a new oneName your template as shown here. Using the CORRECT YEAR.

A. If you ADD a new template, name your template as shown here USING THE CORRECT YEAR. 2019

B. Select the Correct Report Card Setup Template—“2019 FINAL – ENHANCED” (or

similar name with the word FINAL in it.)


C. 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 WHEN 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

D. 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, 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.

**Make sure the

orientation is still

showing as

PORTRAIT before

you print!


E. 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. Check the box for “Print Headings on Multiple Lines” to

avoid the report card turning to landscape.

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.

4. Check other options if you use them.

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

for you.

**After you check the box for

“Print Headings on Multiple

Lines” you can adjust the

“Inches to Shift” setting, if you

want your CZ6 grade to move

under the T6 grade. Use 3.15 as

shown in yellow here. This is

the correct size if you are

including both SE1 and SE2

grades on the report card. Any

other setup will require you to

adjust this number.


F. 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.”

G. 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. OPTIONAL: Click “Group sections of same course on same line” if you want both Semester 1

and Semester 2 grades on the same line. Do not click it if you want them on separate lines to

show A and B in the description. (Adjustments to the font size has been made to avoid 2 page

report cards)

4. Click “Group Sections of different Courses on the Same Line”

5. Click “Overlapping Grades”

6. Optional--Click “Include Dropped Classes”

See explanation attached.


H. ATTENDANCE- You can skip this section. NOTE: Since “Teaching and Learning” requires that you

print Special Codes for the classes, the attendance will not print on the report card.—See the

Custom section directions.

I. 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 to include

those comments.

5. Enter the appropriate

comment into this

box

J. GPA: Unless you print the

GPA on the report card, skip

this section.

K. CUSTOM

*Check the box for “Print Special Codes”. NOTE: If you check this option the attendance for the

class will not print.


L. 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.

M. Click SAVE.

NOTE: Check the “Report Options” section AGAIN to make sure it is

set to Portrait and NOT Landscape.

N. Select the correct report and click PRINT.

O. Review the report cards for accuracy:

1. Sort Correctly- Zip Codes

2. Details

3. Correct Comments

4. Teacher Comments are for the appropriate marking period.

5. Citizenship for T6 is showing ( If set correctly, should align under T6 for the Final)

6. Campus information

7. Grades showing

8. Correct term reflected on the right side of the report card and under the student’s name.

P. 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)

Q. SAVE a file copy to your U – Drive in a Report Card file. Then open the Google Report Card Team

drive file for your school. Drag and drop the report card file into the Google Report Card Team

drive file for your campus. Use the following naming convention for your file “XXX-2019-Final-

Report Card” (XXX equals your school number). This will allow you to reprint report cards as

needed.

R. Print on paper for distribution.

S. Print a copy for the cumulative file.

of 17 Skyward Web: FINAL HIGH SCHOOL Report Cards TIMS/TSM/JL 05/2019

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: 2018-19 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 CARDS · Page 2 of 17 Skyward Web: FINAL Secondary Report...

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Transcript of IMPORTANT INFORMATION FOR REPORT CARDS · Page 2 of 17 Skyward Web: FINAL Secondary Report...

***IMPORTANT INFORMATION FOR REPORT CARDS*** · Page 2 of 17 Skyward Web: FINAL Secondary Report...

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Transcript of ***IMPORTANT INFORMATION FOR REPORT CARDS*** · Page 2 of 17 Skyward Web: FINAL Secondary Report...

IMPORTANT INFORMATION FOR REPORT CARDS · Page 2 of 17 Skyward Web: FINAL Secondary Report...

Transcript of IMPORTANT INFORMATION FOR REPORT CARDS · Page 2 of 17 Skyward Web: FINAL Secondary Report...