Before you begin - Need to know: Comment Fields There are two comment fields on the report cards. Growth as A Learner and All Teacher Comment Growth as a Learner is entered by: Classroom Teacher's in the K-5 grade levels AND Academic Teacher's in the 6-8 grade levels Teacher's who teach "specials" do not enter a Growth as a Learner comment! The All Teacher Comment is entered by: ALL Teacher's regardless of grade level Classroom Teacher's and 6-8 Academic teacher's must enter TWO comments for each student The Growth as a Learner comment field is the FIRST COLUMN on the Scores Input grid. The header for the column reads: "Dec Clsrm Tchr Growth Cmt" NOTE: The "Dec" changes to "Mar" in T2 and "June" in Term 3 The Teacher Comment field is the LAST COLUMN on the Score Input grid. The header for the column reads: "Dec Comment All Teachers" NOTE: The "Dec" changes to "Mar" in T2 and "June" in Term 3
Copying and Pasting Comments: If you prefer to type your comments in another document then copy and paste them, you must use text editor software. Example of a text editor are TextEdit on a Mac or WordPad or Notepad on a PC. NOTE: DO NOT USE WORD, PAGES, OR GOOGLE DOCS Word processing software has embedded characters which are also copied and pasted into the comment field. These embedded characters can not be read by Java which is used to print the report cards
Set Tab Direction: Prior to entering grades, you will want to set the direction your tab key moves (across or down) To set your Preferences, click on the Set Preferences tab located at the top right of your screen, next to Log Off Set Preferences Menu When the Set Preferences screen appears, click on the Gradebook tab Click on the Tab direction drop down menu to select the diretion you want your tab key to move Click the OK button at the bottom of the screen to exit the Set Preferences menu Click on the Gradebook tab Set tab direction Click OK
Valid Grades If you are unsure of what grades/scores are valid for a particular field, while in an entry cell, press CTRL+L to view a list of valid grades: For example, when entering Not Applicable, you should enter NA not n/a or N/A Valid Grade Grade Description
Fill Down Option: The Fill Down option allows you to enter a grade for the first student in your list and load that same grade into all other students on your list for that grade column. This function works the same as the fill down function in Excel. To use the Fill Down option, enter a grade in the first grade field. Once entered, press Ctrl D (hold down the Ctrl key and strike the D key once). Once pressed, the entered grade will be filled down the column for every student. Note: As the grade is entered into the field, the box will quickly flash to yellow. This means the grade has been saved The Fill Down option can also be used in a Comment Field. Note: When filling down a comment field, remember if you used a student's name in your comment, be sure to edit each subsequent comment with the correct student's name Additional Options: For a list of other Option, and their corresponding key stroke equivalents, click on the Options drop down menu on the top left of your screen located under the Pages tab.
Pushpins: At the top of the first grading column there is a pushpin ( ) The pushpin s color indicates one of the following: A green pushpin indicates, you can enter and post grades for this term. A black pushpin indicates, you can enter grades for this term, but you cannot post them to transcripts because the grade input window has closed. Therefore any changes you make will not be reflected on the students report card or transcript A red pushpin indicates, you have already posted the current grades to transcripts. You are still able to make changes to grades and re-post to the student's transcript provided the grade window is still open. Green Push Pin Red Push Pin When re-posting, the system will let you know you have already posted for this class and ask you to verify the re-posting of the grades.
Filters in Aspen Lists in Aspen are filtered. Apen uses a Filter drop down menu to determine what is displayed on all lists. The Filter Menu can be found at the top right of your screen,the icon looks like a funnel ( ). By default, most lists are filter by Current Year or "Active". In the Gradebook, the Class List is filtered by Current Classes. Current Classes is determined by the Term Dates stored within Aspen. When the Default Filter (Current Classes) is used, once Term 1 ends, any course that only meets during Term 1 is hidden from the Class List because it is no longer "current" You can change what classes you see by selecting a different Filter from the Filter drop down menu. In the example below, after the Term 1 Term Date has passed, the default Filter of Current Classes is only showing FY and S2 classes In this example, by changing the Filter selection to This Year's Classes, the Term 1 and S1 courses reappear.
Grade Input Screen Log on to X2 and click the Gradebook tab. This will bring you to your Class List page. Teachers in Grades K - 5 will only have one Class listed. Teachers in Grades 6-8 and specialists will have one class listed for each group of students they teach. For specialists, for each class listed, you will find the name of the classroom teacher under the Platoon field. Platoon Field Click the box next to the course you want to enter grades for. A check box will appear within the box. Click on the Scores side tab. Click on box to select a course. Click on the Score Tab
Your screen should look like this: If your screen does not look like this, do the following: Click on the Grade Columns drop down menu and select Post Columns Term. Click on the Term drop down menu and select the appropriate term (T1, T2 or T3). Your screen should now show the proper grading columns for the term selected. Click here to select the Grade Column Click here to select the term
Your screen should list the selected term input fields:
Entering Grades - Class Input View NOTE: It is strongly recommended that you have a copy of the report card or descriptors when using this view The Class Input view is used to enter grades for all students, one column at a time. This view shows a list of all students in the class along the left side of your screen. Along the top of the screen, each column represents a single descriptor on the report card. One problem with this view is, due to restraints in the number of characters allowed for a column heading, the description of each column does not give enough information for you to easily tell which descriptor the grade or score corresponds to on the report card. The columns do follow in the same order as printed on the report card, therefore, if you have a copy of the report card, it will be easier to determine which column is for which line item of the report card. Column Headings List of Students To enter a grade, click in a cell Notice the line you are on turns a shade of green. The cell that you are currently in turns a slightly darker shade of green. Select a column to enter grades into and enter the appropriate grade. Be sure to tab or click out of each box after entering the grade. When you tab or click out of the box the system automatically saves the grade as indicated by the box flashing yellow. When entering the last grade in a column, be sure to click into another box to save the last grade entered.
Single Student Grade Entry This view also allows you to see a longer description for each grade column To enter or view grades for one student at a time, from the class view, click on a student s name. Click on the student s name to see all grades for that student. Your screen should now look like this: Student's Name More detail of descriptor however, may not be complete due to character constraints. The report card is the only place where the complete descriptor is visible. Full description of each score
Select the Details checkbox to display the details of each Score entered. Use the Depth Control bar to collapse or expand all criteria levels. << - Closes all criteria levels < - Closes one level of criteria, to close multiple levels, but not all, click multiple times > - Opens one level of criteria, to open multiple levels, but not all, click on multiple times >> - Opens all criteria levels To move to another student, use the Record Navigation bar. The arrow to the far left moves to the first student, alphabetically, in your class. The arrow to the far right moves to the last student, alphabetically, in you class. To move one student at a time in either direction, use the right or left arrows (without the vertical end of file indicator). The magnifying glass is a look-up tool which I don t recommend using here as the look-up is based on course number, not student. To return to the Class Input View to see all Student's scores, click the Scores side-tab. Detail Check Box Depth controls Use the Arrows to move to the next student or to the beginning or end of list.
Entering Grades for Withdrawn Students Click on the Status drop down menu to show students who have withdrawn. Click here to select students who have withdrawn Your screen should look the same for withdrawn students as for enrolled except for the names. Enter grades for withdrawn students the same as you would for an enrolled student. When all grades have been entered you can then Post Grades.
Post Grades to Transcripts Once all grades have been entered, in order for them to appear on report cards, teachers must "post" their grades. Once posted, grades can still be entered or changed until the Grade Input Window is closed. Once the window is closed, indicated by a black push pin on the grade input screen, grade changes can only be made through the school office. There are two ways to post grades to transcript: From the Grade input screen, click on the Options drop down menu, and select Post Grades. OR Click on the Post Grades button on the far right of the yellow box above the grade columns From the Options menu, select Post Grades Post Grades Button Either way you choose to post grades, will bring you to the Post Grade Dialog Box:
The Post Grades dialog box: Verify the Class you are posting your grades for. Select the Grade Term you want to post grades for: T1, T2 or T3 Select the Grades to post. For example, you might be posting for progress reports or term grades. If you are posting for Progress Reports, select Progress Grades for all Students If you are posting for Report Cards, select Term Grades for all Students Click OK. The first column for that class now appear with a red pushpin, indicating that you have posted these columns. If you need to change a grade, you can do so up until the Grade Input Window expires. Once the Grade Input Window expires, your pushpin will be Black and all grade changes will need to be done in the school office. ERROR MESSAGE RESOLUTION: If you attempt to post grades and a pink box appears saying Error occurred while posting. See details below. As shown in the following example, you need to change your Grades to Post field from Progress to Term or from Term to Progress (depending on which is being reported during this reporting cycle):
Posting Grades Error Screen If after you click OK to Post Grades, you get a pink box like the one below, most likely you have selected "Progress Grades for all Students" instead of "Term Grades for all Students" from the Grade to Post drop down menu. Click OK and verify you have selected the proper Grade to Post options (term or progress), then click OK. Then change the Grades to post field: Change the Grades to Post from Progress to Term
Printing Rubric Grade Sheets The Gradebook Sheet with Comment report will create a report listing all your students, the scores you entered for each descriptor as well as the comments you have written. Once generated, you can save it in a folder if you wish. To print a copy of your grades and comments to save for future reference, do the following: 1. Click on the Reports drop down menu. 2. Select the Gradebook Sheet Rubric w/comment report. Select Gradebook Sheet Rubric 3. On the Input Screen, click Run NOTE: I suggest running this report and saving it with the date and time as the file name so if there be any kind of computer, server or network issues, you will have a copy of what you had entered. Suggested file name might be: T30615103pm This translates to: Term 3, June 15, 2010 3 pm
Grade Input Shortcuts REMEMBER: When using Aspen, use Firefox as your web browser and you will have fewer issues. Shortcuts to grade input sheet Go directly to your Grade Input page by clicking on the Grades icon from your Home Page A quick glance at your home page verifies if you have posted your grades Switch between classes/sections and post grades without having to leave your Gradebook To go directly to your Grade Input page click the icon that looks like Click here to view this class's grades To verify whether or not you have posted grades, check the Posted Grades checkbox. If there is a checkmark in the box, your grades have been posted for that class, if the box is unchecked, you have not posted. NOTE: Since we allow teacher's to post multiple times, once you have posted your grades the first time, this box will remain checked, the system has no way of knowing how many times you have changed your grades which requires you to re-post in order for them to appear on a student's report card. Grades have been posted for this class. Grades have not been posted for this class.
To switch between classes/sections without leaving the class you are currently in, select the course you want to switch to from the Class drop down menu at the top of the class list. Select another class section from the Class drop down menu To Post grades for the class you are currently accessing, click on the Post Grades button. Click the Post Grades button to post grades for this class.
Reminders - Tips and Tricks Please keep in mind the following: If there are students missing from you class, contact your building secretary or principal If there are students who are in your class but should not be, contact your building secretary or principal Growth As A Learner scores are letter scores (C, O, S, I, C*, O*, S*, I*) Academic Achievement scores are mostly numeric grades (1, 2, 3, 4, 1*, 2*, 3*, 4* or NA) (Eighth grade Core Subjects also have A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F) When entering grades, as soon as you move to another field, the field you are leaving will flash yellow indicating the grade has been saved. At the same time the words "Saving, Please Wait.." will flash in blue letters in the white space at the top right of your screen When entering comments however, clicking on the OK button on the bottom of the comment box does not save the comment. Once the comment box closes, in order to save the comment, you must either tab out of the field or click on another field. Once you do this the comment field will flash yellow indicating it has been saved If you need to, you can enter grades for students who have withdrawn by clicking on the radio button beside the word Withdrawn in the yellow box along the top of your grade input grid. Tips and Tricks: Set your tab direction in your Preferences to allow you to enter grades across the grid or down a column Quick, one click access to your gradebook, from the Pages tab (the page you are on when you log in), click the icon of the computer with pencil under the Grades column next to the course you want to enter grades for. This will bring you straight to the Score page where grades are entered. Since all letter grades are entered as capital letters, use your Caps Lock key to set your keyboard to all Caps then you won't need to use your shift key Remember to unlock your Caps Lock key when finished so you don't lock yourself out of websites that have case sensitive passwords When entering N/A for a score, do not enter the slash, enter it as NA (this was intentional so you wouldn't have to enter the slash (which requires you to unlock your shift key) for quicker data entry) For quicker data entry, use a desktop keyboard (one with the numeric keypad). Since these computers have a keypad, you can use your left hand to tab to the next field and your right hand to enter the numeric score (including a +, -, or *) without having to shift for the *. Desktop computers also have a larger screen so you can see more of the grade input fields, less dragging side to side or top to bottom If entering grades with only one student on the screen at a time, use the Depth Control functions (<<, <, > or >>) to open or close a section of the rubric so you only see what you need to see at any given time