G R A D E B O O K 1 5 Elementary Report Card Gradebook 15.3 Principal & Support Guide Technology Information Services 520 S. Appleyard Drive Tallahassee, Florida 32304 Revision Date 10.16.14 Leon County Schools v15.3.1.3 Doc v1.0
Table of Contents Elementary Report Card... 1 How to Impersonate:... 1 Getting Started:... 2 Entering Grades:... 3 Grade Overrides:... 4 Entering Comments:... 5 Comment Code:... 5 Personalized Comment:... 6 Entering End of Year Status Items:... 7 Summer Reading Academy Eligibility:... 8 Processing LCS Elementary Report Card... 8 Progress Reports... 8 Schools Parameter:... 9 Students Parameter:... 9 Term Parameter:... 9 Inactive Students Parameter:... 9 Parent Address Parameter:... 9 Sort Option Parameter:... 10 Period of Day Parameter:... 10 Comments Parameter:... 10 End of Nine Weeks Procedures... 11 Leon County Schools v15.3.1.3 Doc v1.0
Elementary Report Card Principals will need to impersonate the Homeroom teacher to enter Comments, make changes to promoted/retained fields, or edit any other item that the Homeroom teacher is responsible for entering. If a change needs to be made to a subject grade, you will need to impersonate the teacher who is scheduled with that class. Then make the grade change in the teacher s class tab for the Student. How to Impersonate: 1. Type in the last name of the teacher you want to impersonate in the box to the right of your name. All teachers with matching last name will be listed in the box below. Note: The numbers after the teacher name is the teachers id number in Pinpoint. The number is the four digit site number and the three digit local id in RSH. You can search for teachers using this number as well. 2. Click on the teacher you want to impersonate. 3. After clicking on the teacher your navigation menu will change, giving you the menu items that the teacher has access to. 4. Click Gradebook or Gradebook Grid to view the teacher s gradebook. Leon County Schools v15.3.1.3 Doc v1.0 Page 1
Getting Started: The Homeroom Teacher is responsible for reporting Comments, Behavior, Work/Study Skills, Conference Records and End of Year Status items. To enter these first impersonate the teacher, then go to the Gradebook Grid and finally to the Homeroom tab. On the Homeroom tab there are two locations where data for these items can be entered: the Required Assessments dropdown menu and the Required Notes window. To access the Required Assessments menu, click on the down arrow ( Assignments and select Required Assessments. ) beside Here you can enter Comment Codes, indicated Behavior and Work/Study Skills and in Grading Period 4 only, enter Grade Placement items (ex. Promoted to, Retained in). Report Card Example Report Card Example To access the Required Notes for any student click on the notepad icon ( ) beside the student s name. Here you can enter the dates for Conferences, Interventions, and Retention Discussions. You can also enter personalized Teacher Comments and Principal comments. Report Card Example Leon County Schools v15.3.1.3 Doc v1.0 Page 2
Entering Grades: Subject Grades will come directly from each teacher who is responsible for that student s subject grade. The grade will be located in the Results Column for each course class tab in the Gradebook Grid. Example: Report Card Example Report Card Grade table: Location of the Grade for Reading (Reading Teacher s Gradebook): Leon County Schools v15.3.1.3 Doc v1.0 Page 3
Location of the Grade for Art (Art Teacher s Gradebook): Gradebook 15 Elementary Admin Report Card Guide Grade Overrides: If a student needs to receive a different grade than calculated for the course, you will need to indicate it in the Override Grade screen. To override a student s calculated grade, LEFT click once on the calculated grade in the results column on the right. Then select Override Grade and enter either the appropriate numeric grade, or a new letter grade. NOTE: Remember that once an override code is used, the gradebook will no longer calculate the grades based on the scores entered into the gradebook as you have locked a fixed override on the student s grade. To return the grade to the normal gradebook calculated grade, click on the grade in the result column and select Calculate Normally. Leon County Schools v15.3.1.3 Doc v1.0 Page 4
Entering Comments: Four types of comments can be entered. The first is the Homeroom teacher s comment code, the second is the Homeroom teacher s written comments, third is the Principal comment code, and the final is the Principal written comment. The Homeroom teacher can enter both a comment code and written comment if the teacher wishes. Principal comments are entered in the same tab as the teacher s written comments, but in the field labeled Principal Comments. You access this tab by clicking on the student notepad icon ( ) beside the student s name in the teacher s Homeroom tab. You will find the Principal comment code at the end of the Required Assessments on the teacher s Homeroom tab. Report Card Example The teacher s Comment Code text is printed on the first line followed by teacher s written comment. The total length (elementary comment code text plus written comment) of this field is approximately 500 characters. The Principal Comments follow the same printing rules as teacher comments. Principal Comments: does not appear if no Principal Comments are entered. The total length of this field is approximately 250 characters. Comment Code: To enter a coded comment follow the prior steps outlined to impersonate and then access the required assessments screen on the homeroom tab. Make sure that you have the correct Grading Period selected at the bottom. Scroll to the right of the screen until you find the Principal Comment Code item. Select the cell then enter a comment code value. Note: Selecting the cell then pressing Spacebar will open a list of available comment codes. Leon County Schools v15.3.1.3 Doc v1.0 Page 5
Personalized Comment: To enter a personalized Comment click on the notepad icon beside the student s name. Note: Only the Homeroom teacher can enter comments. If another teacher wishes to comment that teacher will have to coordinate with the Homeroom teacher to have their comment added. After you click on the notepad icon, a new browser window should open showing two tabs: Required Notes and Notes. You will also find a drop down box containing the students in the Homeroom, and for each student you will find a list of all four Grading Periods and the required notes for each Grading Period. You will need to scroll down to the bottom of the lists to find the Principal Comments section. Click the edit icon in the bottom right to enter your Comment. Please do not use more than 480 characters or 8 lines of text or the report card will truncate your comment. There is no indicator in the text box if you go over the character limit. When you are done, do not forget to click Save below the text box. Leon County Schools v15.3.1.3 Doc v1.0 Page 6
Entering End of Year Status Items: The End of Year Status assessment items are located in Grading Period 4 in the Required Assessments menu for the Homeroom class tab only. Also the End of Year Status Table will only appear for reports cards that are run for the fourth nine weeks. Report Card Example The Summer Reading Academy Eligibility, Grade Placement items, and Good Cause Promotion require input from the Required Assessment menu to display the appropriate data. The On Grade Level Status for the areas Reading, Writing, Mathematics, Social Studies, and Science are determined and calculated automatically by Pinpoint based on the grade a student receives the last nine week grading period. If a student receives a D or F in these areas in the last nine week grading period then that student will have No displayed in the appropriate area. If a student receives an A, B, or C in these areas in the last nine week grading period then that student will have Yes displayed in the appropriate area. Student s behavior is acceptable if the student received no more than one N for Overall Behavior throughout the year if enrolled in a LCS school for 3 or more grading periods. Student s behavior is acceptable if student received no Ns for Overall Behavior if enrolled in a LCS school for 2 or less grading periods. This field requires no direct teacher input and should automatically calculate based off of the overall behavior entries. Student s attendance is acceptable if the student received no more than four unexcused absences and tardies for any nine week grading period or nine unexcused absences and tardies for either semester. This field requires no direct teacher input and should automatically calculate based off of the students Attendance data present in Pinpoint Gradebook. The EOY Grade Placement required assessment item is located in the last nine week grading period. Teachers will need to update the item with the appropriate value (01 Promoted to, 02 Promoted with Interventions to, and 03 Retained in). Leon County Schools v15.3.1.3 Doc v1.0 Page 7
Summer Reading Academy Eligibility: The Summer Reading Academy Eligibility assessment item will accept a blank or + value. This item only applies to 3 rd grade students; if you mistakenly enter it for a student who is not a 3 rd grade student the report card should not display a check in the box. Processing LCS Elementary Report Card Please review the Genesis Red School House, Printing the Genesis Elementary Reports for instructions on how to process and print the standard and Access level LCS Elementary Report Cards. Progress Reports Progress Reports are now available in the Administrative and Grading sections. Teachers have access to the Progress Report to print for their own class in the Grading section. Progress Report available in the Administrative section can be run for all students in your school. The Progress Report will also show up in your My Reports section with a status of Ready, the same as with the LCS Elementary Report Cards. The Teacher s Progress report has similar parameters as the Teacher s LCS Elementary Report Card there are just a few additional options. These options are also available for the Progress report available in the Administrative section. So we will cover the Progress report in the Administrative section. You will find Progress Report in the Administrative Section. Click Progress link to enter the Parameters to run the progress report. Leon County Schools v15.3.1.3 Doc v1.0 Page 8
Schools Parameter: Most users will only have one school assigned to them and that school will automatically be selected. But if you are one of the very few users who are assigned to multiple schools you will see a drop down box so that you can select any of the schools you are assigned too. Students Parameter: Select the student / students you wish to include in the report by typing the student s last name or student ID into the top box. When you type the student s last name a box displaying all of the students with a matching last name should appear. Click to select the correct student from the list. If you are running the Progress report for all students enrolled at your school check the All students box. Term Parameter: Enter the Term you wish to report on, if you wish to report on the last nine weeks enter 4. Inactive Students Parameter: We suggest to not include inactive students. If you select YES on this option the Progress report may also display the grading from an active student s inactive classes. Please select NO. Parent Address Parameter: Currently, if you select YES, the parent s address does not display. But, selecting YES will cause the Student name and grade table to appear slightly lower on the page. It is up to you if you wish to set this parameter to YES or NO. Leon County Schools v15.3.1.3 Doc v1.0 Page 9
Sort Option Parameter: Select 1 to sort by grade level alphabetically or select 2 to sort by teacher. We suggest that you select sort 2. If you select sort 2 please pay close attention to the next parameter. Gradebook 15 Elementary Admin Report Card Guide Period of Day Parameter: This parameter only applies if you selected the Sort 2 Option. NOTE: For the report to work correctly you have to enter the period value in a Pinpoint specific way. For the Homeroom you would enter 00(Y), first period 01(Y). Use this same pattern for any of the other periods you may wish to sort by. Comments Parameter: The comments parameter is for a school level comment that displays beneath the student s schedule/grade table for every student selected. After entering all of the parameters click Run Report. The My Reports page should then load displaying the status of the report. When the status changes to Ready, click on the report name and the report will open in a new window. You should then either save a file copy of the Progress report or print the report. Note: If you select Sort Option 2 please observe the format you need to use when setting the Period of Day Parameter. For Homeroom: 00(Y) For First Period: 01(Y) Use this same pattern for any other periods you wish to sort by. Leon County Schools v15.3.1.3 Doc v1.0 Page 10
End of Nine Weeks Procedures These are suggested procedures to follow to ensure your school is prepared to print and send home Reports Cards. 1. Begin verifying that teachers have completed inputting student grades. a. We suggest using the Missing or Outdated Grades report. i. The Missing or Outdated Grades Report is located in the Grading Section. ii. Select the current term. iii. Check the All Teachers check box. iv. Enter the date in which grades are considered outdated. 1. You do not want to set this to the current date or you ll get too many results. We suggest selecting two weeks prior to the current date. 2. Distribute and review Teacher Comments and Error Messages Reports that will be found on your school s dafs server in the Docs/School folder. a. Automated notification email will be sent to Principals and APs once the reports are available on your dafs server. 3. Begin impersonating Homeroom teachers and entering Principal Comment Code or written Principal Comments. 4. Run and Print the LCS Elementary Report Card for the entire school a few days prior to Report Card Day. 5. Distribute report cards to Homeroom teacher a few days prior to Report Card Day. a. Homeroom teachers will need to be responsible for doing the final proofread of the take home Report Card. Leon County Schools v15.3.1.3 Doc v1.0 Page 11