BROWNSBORO ISD Skyward GradeBook Manual A manual for the gradebook in Skyward Holly Hague PEIMS/Skyward Coordinator
Table of Contents What is Skyward Educator Access Plus?... 3 What can Skyward Educator Access Plus do for me?... 3 How does Skyward Educator Access Plus work?... 3 Getting Started... 4 Logging in to Skyward... 4 Accessing the Gradebook/Selecting Classes... 5 Display Options... 7 Student Display... 7 Assignment Display... 8 Grade Period Display... 9 Working With Assignments... 10 Adding an Assignment... 10 Cloning Assignments... 12 Editing Assignments... 13 Deleting an Assignment... 13 Working with Grades... 15 Entering or Changing Grades from the Main Gradebook Screen... 15 Entering Grades through Quick Scoring... 17 Mass Assigning Scores... 18 Mark Score as No Count... 19 Dropping Grades... 20 Automated Dropped Score... 20 Change an Automated Dropped Score:... 22 Entering New Student Transfer/Withdrawal Grades... 23 1
Transferring Grades Using the Button... 23 Marking a Grade as Incomplete... 24 Reports... 25 Skyward Report Templates... 25 IMPORTANT INFORMATIION about Reports:... 26 Grade Sheet Reports for Previous Grading Periods... 27 Creating A New Template... 27 Assignment Listing by Student... 29 Assignment Master Report... 29 Missing Assignments... 30 Citizenship... 30 Entering Citizenship Grades... 30 Editing Term Grades... 31 Grade Changes After a Grade Period Closes... 31 End Of Term Grade Edits... 33 If Grade Adjustments are Necessary... 33 Posting Grade Changes... 34 Miscellaneous... 36 Entering Comments... 36 Logging out of Skyward Gradebook... 37 2
Overview What is Skyward Educator Access Plus? Educator Access plus is an online district tool that allows teachers and administrators to easily record and track the educational progress of each student in their classes. Grades and student progress can then be shared with parents via Skyward s Family Access modules. What can Skyward Educator Access Plus do for me? Frees up more of your time for teaching versus paperwork. Student data is automatically available to you. No need to import or export data. Secures confidential student grades and progress data. Makes the entering, maintaining and communicating of student grades and progress information less tedious and time consuming. Assignment grades for a class of 75 students can be entered in quickly with the Quick Scoring grade option. Opens the lines of communication between teachers, parents, students and administrators. Attendance, emergency and general student information is readily available to you via the Gradebook program. You do not need to exit and open up a separate program to view the pieces of information. How does Skyward Educator Access Plus work? All of the preliminary setup is done at the district level so the system is ready to use when teachers walk into the classroom. Teachers can: Log in with a district appointed user name and password. Select the class(es) they want to work with. Add assignments for homework, projects, quizzes, etc. Enter scores for the students once the assignments are completed. 3
Getting Started Logging in to Skyward 1. Go to the district website www.gobearsgo.net/departments/technology/helpful Links: and click on Skyward WEB Student/Gradebook located on the left side of the screen this will be your login screen for Skyward. 2. Type in your Skyward login and password. (NOTE: If you get an error message, you will need to allow the pop-up blocker. This will be located at the top of your screen or you can go to settings and allow pop-up blocker) then continue with your login. Upon your initial login, you will be asked to change your password to something you prefer. NOTE: Be sure to save to your desktop for future logins. 3. This is your home page for gradebook: NOTE: Return to this screen to exit the gradebook properly. Click the Exit button. 4
Accessing the Gradebook/Selecting Classes 1. Click on My Gradebook. 2. The classes assigned to you will be listed. 3. Click the Gradebook link to view the students in a class/section. 4. Your gradebook will open to the Main Screen. The tabs (menu items) at the top of the screen will let you navigate around the gradebook. The grade reporting periods will be listed: PR1, PR2, PR3 etc. will be for Progress Reports 1ST, 2ND, 3RD, & 4TH will be for nine weeks grades 5
SM1, SM2, and AVG represents the final average (See Page 10 for how to hide the extra grading periods.) To see student information, click the picture icon to the left of the student name. This will also allow you to see Family Access what parents see for their student. ****Be sure that Term Grade column is set to 1ST 2ND, 3RD, etc. if you want to see the entire nine week s grade. If it is set to PR1, PR2, PR3, etc., then only the grade for the Progress report period of time will be shown.**** 5. To switch to another class, click on the drop down Classes tab and select another class from the list. 6
Display Options Student Display You can select how you want student names to appear in your gradebook including sorting options. You can choose to view Student IDs or Dropped Students. **Sorting by Gradesheet Sequence will allow you to add a new student to the end of your list rather than alphabetically! 7
Assignment Display The Assignment Display option allows you to format the information you want displayed on assignments in the column header the way you want it to appear. You may also set a default grade from this screen. ****Be sure to save any changes made to this screen. 8
Grade Period Display This option in the gradebook allows you to display which term grades or assignments per term you wish to view. A Term Grade is a nine week period (1ST, 2ND, 3RD, 4TH) OR a progress report period (PR1, PR2, PR3, PR4, PR5, PR6, etc). You can hide or show as many grading periods as you wish. However, you cannot hide current grading periods. The Term Grade Column lets you choose which grading period you want to view. This is the only column that lets you choose the grade to be displayed. All others are static with the term grade determined in the column heading. 9
Hiding Extra Grading Periods from View To hide the Extra grading periods for a class, with the class open: 1. Click Display Options menu, choose Grade Period Display. 2. Choose Hide All for the Display Grade Period and/or Display Assignments. You will not be able to hide the current grading period. Hide all assignments and grade periods OR Uncheck those you do not wish to view Be sure to SAVE before leaving this screen or the changes will not be saved. Working With Assignments Adding an Assignment To add an assignment with defined categories: 1. From the Main Menu click the Assignments menu at the top and select Add Assignment. 10
2. Use the pull down menu to select the proper category. 3. Type the name of the assignment in the Description box. Example: Chapter 1 Test, Pages 10 12 Evens, etc. Assignment Group (Optional) will allow you to group assignments together for reporting purposes. 4. Assign Date This is the date the assignment was given to the students. It defaults to the current date. 5. Proposed Due Date The date you anticipate the assignment will be due. Step 2 Step 4 Step 6 Step 9 6. Actual Due Date The final date the assignment is due. Be sure that the Actual Due Date that you enter is one that is in the designated Nine Weeks term that you want the grade to be averaged into. 7. Max Score Must always be 100. 8. Weight Multiplier Allows you to make an assignment have a greater, lesser, or equal value to the other assignments for the class within the category. 9. Click Save and Score to go directly to entering student grades, or Save and Add Another to add another assignment without entering grades for the assignment just entered, or Save and Back to return to the Gradebook. 10. Grades are automatically posted to Student/Family Access. 11
Cloning Assignments If you have several similar assignments, you can use the Clone tool to clone the assignment, then go back in and make the changes that are necessary on the cloned assignments. 1. From the Main Screen click on the header of the assignment you want to clone. 2. A screen with the assignment information will appear; click Clone. 3. Modify the assignment information as needed and select the class (es) that need the assignment added to it. 4. Be sure to click Save. 12
Editing Assignments 1. From the Main Screen click on the header of the assignment you want to edit. 2. A screen with the assignment information will appear; click Edit. 3. Modify the assignment information as needed and click Save. Deleting an Assignment 1. From the Main Screen click on the header of the assignment you want to delete. 13
2. The assignment information will appear; click Delete. 3. A screen with the assignment information will appear. 4. Click the appropriate Delete button. 1 to 4 A message box appears to confirm that you want to permanently remove the assignment. Click OK. 14
Working with Grades Entering or Changing Grades from the Main Gradebook Screen The Main Gradebook screen enables quick entry of grades, special codes, and comments for an assignment. You can indicate whether the assignment is No Count or Missing as well. NOTE: An *asterisk indicates that a grade has not yet been entered. It will NOT be averaged in the Grade Period or count as a zero. Skyward EA Gradebook does not allow you to enter E or M or other letter codes into the grade cells. Instead, excused assignments will be marked as No Count, and missing assignments will be marked as Missing with checkmarks. You also have the ability to add your own comments about grades. 1. From the Main Screen, locate the assignment column in which you want to enter or change grades. NOTE: To identify the assignments, move the cursor slowly over the assignment header. 2. Click in the corresponding box under the desired assignment column to enter or change the grade. 15
3. Enter the student s grade and press the enter key on your keyboard to move down to the next student, or click in the corresponding grade box of any student to continue entering grades. Mark No Count and Missing assignments Enter your own comments. Once you have added a comment, it will be saved so you can use it another time. The comment can be seen by parents in Family Access. Rather than mark missing grades individually, you can leave them blank and click the Mark un scored as 0 and Missing button. 4. When grades are entered into the Gradebook the cumulative grade will appear under the appropriate Grading Period (PR1, PR2, 1ST, PR3, PR4, 2ND, etc). 16
Entering Grades through Quick Scoring Quick Scoring is especially helpful for teachers who have already entered multiple assignments into the Gradebook. 1. From the Main Screen click on the Quick Scoring tab. 2. This screen allows you to enter or change scores for ALL of the assignments for ALL the students. 3. Grades will turn green as they are being entered. 4. The Show Cell Details button allows you to enter more detail about the score such as special codes, no count, missing, or comments. You can also double click on a cell and the Student Score Detail window will pop up. 17
Mass Assigning Scores 1. From the Main Screen click on the header of the assignment you want to grade. 2. Click Mass Assign Scr. 3. Enter the score and/or select options to be assigned to all students and click Apply. 18
Mark Score as No Count This option allows you to take a student s score (lowest or any) and not have it count towards the student s grade in the class. 1. Locate the score for the student that will not count towards the student s grade and double click inside the box. 2. The Score Entry screen will appear for you to select No Count. This will indicate to the system that this score will not count when calculating the student s grade. Enter a Special Code for the assignment, if applicable; these codes are set up and maintained by the district. 3. Click Save to save the information and return to the main class screen. 4. The grade for the assignment will now appear bold. If you hover over the grade you will see the special code indicator. 19
Dropping Grades Automated Dropped Score 1. To drop grades, click the Display Options menu and select Advanced Drop Lowest Score. These instructions are specifically for that option, not the Drop Lowest Score Option, because the Advanced option is more powerful. 2. This will take you through a multi screen process that gives you the ability to specify which grade period (term) you wish to drop grades in. 3. Click the Advanced Drop Lowest Score link for the grade period you want to drop scores in. 4. Review list of students included in the process. To exclude a student from the process uncheck the corresponding box. 5. Once you have the correct students checked, click the Next button. 20
6. Review Categories and Assignments included in the process. To exclude an assignment or category from the process uncheck the corresponding box. 7. Select the number of scores to be dropped. 4 th Nine Weeks 8. Click Next. 9. Review the assignment scores that will be dropped for each student. 10. Click the Process Drops button. Nine Weeks 21
11. In the main screen of the gradebook the dropped scores will be reflected by marking an *AD (Automated Dropped Score) and No Count will be assigned to the assignment for the student. Change an Automated Dropped Score: There are several ways to change an automated dropped score: 1. Click on the grade (*AD), remove the Special Code and the checkmark under the No Count column. Click Save. OR under the Display Options, Advanced Drop Lowest Score 2 Click Undo Drop Lowest Score link to delete that action. (Note: We currently use Nine Weeks not six weeks) 22
3 Click Process Undrops button. Entering New Student Transfer/Withdrawal Grades 1. When a new student enrolls on a campus, the office/registrar will enter his/her transfer/withdrawal grades in the system once they are received from the student s last school. 2. This does not automatically enter the term grades in your gradebook. You will still have blank term grades. You will have to enter the grades manually-see instructions on entering a new student to your gradebook. 3. In order to give the student a fair grade for a current grading period, you must enter the withdrawal grade(s) accordingly for that term in your gradebook up to the present assignment. 4. For the remainder of the term the student will earn grades from you. These grades will be averaged with the withdrawal grades you previously entered for a current term grade. Transferring Grades Using the Button When a student has a section change in his/her schedule and the course remains the same, a button will appear in the teacher gradebook. This allows teachers to transfer assignment grades from one of their classes to another or from another teacher s class to theirs. 1. Click the button. 2. The New Student screen will pop up. There will be a message telling how many assignments matched and how many did not. In order for an assignment to match it must meet three criteria before it can transfer: * Date * Weight * Category IT DOES NOT LOOK AT THE DESCRIPTION 23
3. If there are any matches, there will be a Transfer Score link. Click it and all matching scores will transfer into the gradebook for you. 4. There will be a View Assignments link for any scores that do not match. 5. You will have to manually place these scores in the appropriate places. Marking a Grade as Incomplete In your gradebook, in the current grading period: 1. Go to Options under the appropriate grading column, and then choose Enter Term... Grade Adjustments. 2. Under the column Override, click to open the drop down menu and choose Incomplete. 3. Click Save once you have completed your changes. 24
Reports Skyward has created some report templates for your use. Below are the general instructions for printing out a pre set Skyward report. Specific reports follow the section as well as how to create your own report template. Skyward Report Templates 1. In the Reports menu, choose the desired report. 2. A Report Template screen appears. 3. Choose the desired report (they are very similar, with some variations of font size). 4. Click Print. 5. The report is sent to the Print Queue. Wait for report to complete, then click View. 25
6. A pdf version of the report will open in a new window. You can print or save the file. IMPORTANT INFORMATION about Reports: You cannot revise or delete the set Skyward templates, but you can view its parameters or clone it. You can create a report template from scratch.(see Creating a New Template Page 27) Set Skyward reports are only available for the current term, so to print a report on data from a previous term you must clone or create a new report. However, once you build and save a report, you will always have it. You can delete any reports you clone or create yourself. You can print the same report on multiple classes at one time by choosing the Select Different Classes button. You can print a report on just one student or a select few by clicking on the Select Different Students button and making your selection. Reports will remain in the Print Queue for 2 days and may be viewed at any time by selecting the Print Queue link throughout the system. After 2 days, reports in the print queue are automatically deleted. Reports can be converted to Excel and then opened or saved to your computer. 26
Grade Sheet Reports for Previous Grading Periods 1. In Skyward Gradebook, click on Reports and choose Grade Sheet Report. Any reports you choose from this screen will give you information on the Current Nine Weeks only. To see a grade sheet report from a previous grading period, you will need to create a new Template. Creating A New Template 1. Click Add a new Template button. 2. Name your new Template. Do not worry about the number that it is assigned. 3. Click Save. Step 3 Step 2 4. Set all parameters as desired. Make sure Display Grades and Assignments for Term is set to the desired grading period 5. Click Save. 27
6. Highlight the template, click Print. 28
Assignment Listing by Student 1. In the Reports menu, choose the Assignment Listing by Student to print assignments and grades for each student. 2. Choose the desired report (they are very similar, with some variations of font size). 3. Click Print. Assignment Master Report 1 In the Reports menu, choose the Assignment Master Report to print a list of assignments. This does not include any information about students or scores. 2 Click Print. 29
Missing Assignments 1 In the Reports menu, choose the Missing Assignments to print a list of missing assignments for each student. 2 Choose the desired report (one will print separate pages for each student, the other form prints multiple students per page). 3. Click Print. Citizenship Entering Citizenship Grades 1. From the My Gradebook page, click the blue Gradebook for applicable class. 2. Find and click in any one of the cells in the CZ column (in this case, it is called C12 because it is Progress Report 12) Step 3 Click on the down arrow to select the Citizenship grades. 3. To enter letter grades, enter the E,S,N, or U in the Adjustment Grades column and click Save. 30
Editing Term Grades Grade Changes After a Grade Period Closes You must manually enter missing term (nine weeks) grades because missing grades will affect semester and final averages (if applicable). You must follow these instructions to change any grades, assignment or term grades, or enter transfer grades once a grading period window is closed by your campus administration. Before changing any grade, make sure you note what it originally was because, in the event it is denied by your campus administration, you will need to change it back to what it was by following these instructions, too. You will know that the window is closed if you try to change a grade or enter a transfer grade and see a message of this nature at the top of the grade adjustment screen. Follow these instructions to change grades after a grading period is closed. 1. Adjust the display settings in the Main Screen of your gradebook to see the previous Grading Period (if needed). 2. Click the drop down Options button on the desired grading period Column, and select Grade Posting Status for Term (?) 3. On the Grade Posting Status Screen, click the Request Grade Changes button (far right of the screen). If you see a Complete Grade Changes button instead of the Request Grade Changes button, it is indicating that you have previously requested changes for this class and you are still within the time window when changes can be made. (This option is set for two hours) You must also close the grade request before the office can see and approve your request. 31
Please be patient; it may take a little while for the next screen (illustrated below) to appear. 4. Read the Request Grade Changes window carefully, as it tells you exactly how long you have to complete your grade changes for this class. 5. Enter a reason for this grade change request (Ex. Missing/late papers turned in, Transfer grade, etc.) 6. Click Yes. You will return to the class grading session. 7. Click the Options button for the appropriate grading period column and select Enter Term (?) Grade Adjustments. 8. Enter the new or updated average in the Adjustment Grade Column and click the Save button. The request wil be COMPLETED WHEN YOUR Principal or designated person approves your request. You may want to email or call them to let them know they have a request waiting for approval. 32
End Of Term Grade Edits Auto-posting relays term grade information from your Gradebook to the office for printing on report cards. Once the process is complete, the grade will print on the report card. If you understand how the system operates, you will better understand how to avoid any discrepancies in your gradebook and on report cards. Each grading period has a window which is only open for a specified period of time. The only data the teacher gradebook (Educator Access plus) posts to is for that specific grading period. It does not re post any previous grading periods. A BOLD grade will affect the accuracy of semester averages printed on report cards. Any missing term (nine weeks) grades will affect the accuracy of semester averages printed on report cards. Semester averages are calculated after terms (nine weeks) two and four. The system averages term (nine weeks) grades from the gradebook, not from the Student Management side. This is why bold or missing term (nine weeks) grades should be corrected before report cards are printed. When a new student enters the district, the transfer/withdrawal grades must be entered into your gradebook. (See Entering New Student Transfer/Withdrawal Grades see page 23). At the end of each grading term, please complete the following steps: Enter all assignments and scores in Skyward Gradebook by the date /time designated by your campus administrators. Using Proof Sheets from your office, verify that averages are correct. If everything is correct, sign and return your proof sheets to the office. No further steps are necessary at this time. If Grade Adjustments are Necessary 1. Click on the drop down Options button on the current grading period Column and select Enter Term? Grade Adjustments. 2. In the Grade Adjustment window, enter the new grade in the Grade Adjustment column and click Save. 33
4th All changes made in the Grade Adjustment window must be notated on the Edit Sheets. Posting Grade Changes In order for this grade adjustment to be reflected on the Report Card you must POST the newly adjusted grade. You will only be able to complete this step during a Grade Posting Period. 1. Pull down the Posting tab and select option. 2. Grading Periods that are open are listed. Confirm that the correct grading period (most likely just the current grading period is listed) and click the blue Post Grades link. 3. Changed grades will appear in red. 4. Enter any necessary comments using the C1,C2, and C3 columns. (See Entering Comments page 36) 34
*If changes in Citizenship are necessary, o Secondary Teachers: Enter Citizenship Grades for each class in the CZ column; the Default blanks to: drop down feature can also be used while entering citizenship grades o Elementary Teachers: Enter Citizenship Grades in the CZ column ONLY in the Citizenship Class; the Default blanks to: drop down feature can also be used while entering citizenship grades o Verify that these are correct and click Save. The grades will then turn green. This means that your adjusted grades have been posted to your gradebook. You can re post as many times as you like as long as the posting period is still open. Repeat these steps for all classes that need edits. Sign your Proof Sheets to indicate you have verified grades, entered any necessary grade adjustments, and posted your grades. Turn your Proof Sheets in to the office so they may be referenced in the future if necessary. 35
Miscellaneous Entering Comments Comments can be entered for students after the grades have been pulled and the Grade Posting Period is open for either a Progress Report or Report Card period. 1. From the main screen of your gradebook, pull down the Posting tab and select Post Comments. 2. You will see a list of Grading Periods that are open (most likely just the current grading period). Confirm that it is the correct grading period and click the blue Post Comments link. 3. Enter district comment codes in the C1, C2, or C3 columns. 4. Click the blue View Comment Codes link to see a list of the district comment codes 5. Use the drop down box under C1, C2, or C3 column to post a comment for the entire class. 6. When comments are complete, click Save. Use this drop down if you want to post a comment for the entire class 36
Logging out of Skyward Gradebook 1. To log out of the Skyward Gradebook, always use the Back buttons go back to the Home Page. Step 2 Step 1 2. Always click the Exit button in the top right corner to exit Gradebook. 37