The Report Cards screen allows users to preview, print, email, and publish report cards for a select subset of students defined in the Student Search module. Depending on profiles permissions, users also have the ability to customize report cards in deciding what information to display, such as letter grades, course numbers, teachers, and so much more.
1. In the Grades menu, click Report Cards.
This navigates to the Report Cards screen, where a Student Search module will display in addition to More Search Options.
2. If searching for specific students by name or student number, type the information directly into the Student Search text box.
To generate report cards for all students, leave the Student Search text box empty.
3. For a more advanced search and the ability to define a specific subset of students, click More Search Options. In the example shown, Grade 09 has been selected; therefore, report cards will be generated only for students in 9th grade.
Apply as many search options, as needed.
See Searching for Students for details about conducting and saving student searches.
4. To run the parameters against a Student Group, select the applicable group from the corresponding pull-down.
5. Select the Include Inactive check box to include students who do not have an active enrollment record at the selected school or all schools (if Search All Schools is selected).
6. Select the Previous Years check box to include previous year of inactive data in your search, when Include Inactive is enabled.
7. Select the Use Most Recent Enrollment check box to use the most recent enrollment records when conducting a search with Include Inactive enabled.
8. Select everything that needs to be included on the report card before generating.
9. It is very important that you select the correct Letterhead Template, which are set up by the district (Setup > Letterhead Templates).
For customers with the Purchased Communication Translation add-on: Letterhead Templates automatically translate into the student's language, as specified in the default language field. This automation applies unless the template has already been manually translated, in which case the original translation will be preserved, ensuring that customized content remains intact. In order to translate either automatically or manually using letterhead templates, you must select the Multilingual Report Cards check box.
| Include on Report Card Field | Explanation |
|---|---|
| Letter Grade | Select the check box to display the letter grade on the report card. |
| Percent | Select the check box to display percentages of grades on the report card. |
| Teacher | Select the check box to display the Teacher on the report card. |
| Period | Select the check box to display the Period on the report card. |
| Credits Attempted | Select the check box to display the number of credits the student has attempted (not earned). |
| Credits Earned | Select the check box to display the number of credits the student has earned. |
| Course Number | Select the check box to display the Course Number of each listed course. |
| Term | Select the check box to display the Term of each course on the report card. |
| Comments | Select the check box to display Comments made by Teachers and Administrative staff as it pertains to the grades or course; comments display in the form of comment codes. |
| Explanation of Comment Codes | Select the check box to display an Explanation of Comment Codes if Commnets are incuded on the report card. |
| Pull-Down Comments | Select the check box to display comments selected for students via Pull-Down Comments set up by the district (Report Card Comments). |
| Period-by-Period Tardies | Select the check box to display the number of tardies accumulated per period. |
| Period-by-Period Absences | Select the check box to display the number of absences accumulated per period. |
| Absences By: Section | Select the radio button to display absences accumulated per Section. |
| Absences By: Course | Select the radio button to display absences accumulated per Course. |
| Longer Comment per Course |
Select the check box to display longer comments entered for each course. |
| Conduct | Select the check box to display comments selected for students via the Conduct pull-down configured by the disrict (Report Card Comments). |
| Long Comments | Select the check box to display Long Comments entered for students via Report Card Comments. |
| Grades from Concurrent Schools | Select the check box to display grades, absences, and tardies entered by other schools if the student is enrolled in multiple schools simultaneously. |
| Semester Content | Select the check box to display additional information peratining to semester courses; the information pulls from the student’s Course History via the Semester Content pull-down. |
| District | Select the check box to display the District (per course/grade) on the report card. |
| School | Select the check box to display the School (per course/grade) on the report card. |
| Gradelevel | Select the check box to display the Gradelevel (per course/grade) on the report card. |
| Course Number, Substituted | If the student took a course as a substutute for another course, the course that is being substituted would be entered in the Course Number, Substituted field via Course History. To display this information on the student’s report card, select the check box. |
| Course Flag 1-4 | Select the check box(es) to display course flag that have been identified via the student’s Course History. |
| Distance Learning | Select the check box to display Distance Learning information that has been identified via the student’s Course History, such as Web-based, etc. |
| Online Course | Select the check box to display Online Course information that has been identified via the student’s Course History, such as Y - Online Course, N - Not an Online Course, etc. |
| WDIS Instructional Hours | If the student(s) are enrolled in technical education courses earning WDIS hours, select the check box to pull entered hours from the students’ Course History. |
| Industry Certification Identifier (1-3) | If the student(s) are enrolled in technical education courses and attempting to earn an industry certification, select the check box to pull the entered identifier from the students’ Course History. |
| Industry Certification Outcome (1-3) | If the student(s) are enrolled in technical education courses and attempting to earn an industry certification, select the check box to pull the entered outcome from the students’ Course History. |
| Industry Certification Date (1-3) | If the student(s) enrolled in technical education courses and attempting to earn an industry certification, select the check box to pull the certification date. |
| Dual Enrollment Institution Type | Select the check box to display information pertaining to dual enrollment. If the student is enrolled in another institution for college credits it would be indicated in the student’s Course History via the Dual Enrollment Institution Type pull-down. |
| Course Assessment Status | Select the check box to display infromation pertaining to the student’s EOC exam status, such as A - Took and passed EOC, B - Took and failed EOC, etc. as recorded via the student’s Course History. |
| Voc./Adult Gen. Program Code | Select the check box to display the student’s Voc./Adult Gen. Program Code, if applicable. This only pertains to student enrolled in adult or vocational (technical) programs. |
| IET Program Number |
Select the check box to include the IET (Integrated Education and Training) Program Number on the report card, if the student’s enrolled in the corresponding program. |
| Course Substituted, Subject Area | Select the check box to display the Subject Area of the course that is being substituted. I.e. If the student has taken a course in place of another one, the Subject Area for which that course stands in would be identified here. |
| Total Clock Hours Earned Toward Award | If the student is enrolled in vocational (technical) courses, select the check box to pull the total clock hours earned towards completing the program requirement. The student’s hours pull from the student’s Course History. This is the number of hours the student has been awarded, which may vary from attended hours if the student completed the program. |
| EOC Exam Term | Select the check box to display the End of Course exam term, such as Full Year Exam, Semester 1 Exam, etc. as indiciated via the student’s Course History. |
| End of Course Achievement Level | The End of Course Achievement Level applies to virtual courses. Select the check box to pull achievement level specified via Course History, such as Level 1-5, Not a virtual course, etc. |
| Credit By Assessment | If the student earned credits via an assessment, which will be indicated on the student’s Course History, select the check box to display said information on the report card. |
| Location of Student | Select the check box to pull information regarding the student’s location, which pulls from data entered in the student’s Course History. |
| Completion Point Code 1-6 | Select the check box(es) to display OCPs (technical programs) and LCPs (adult education programs) earned by the student. |
| Completion Point Code Date 1-6 | Select the check box(es) to display the dates the student earned OCPs (technical programs) and LCPs (adult education programs). |
| Modified Completion Point Code | Select the check box to display the student’s modified occupational completion point (MOCP) during the year selected. |
| Voc. C Points Mod Date | Select the check box to display the student’s modified occupational completion point (MOCP) date during the year selected. |
| Virtual, Date of Completion | Displays the student’s date of completion when attending the course virtually. |
| Attended Hours | Select the check box to display the student’s Attended Hours in an enrolled vocational program. |
| Course Flags | Select the check box to combine the 4 course flags columns into 1 column that concatenates all the flags. |
Each field will appear as a separate column for each course on the report card.
If you have profile permissions to Report Cards, but do not have permission to Edit Template Settings, you will only have access to the following options on the Report Cards screen: Choose how the report cards should be sorted from the Sort Report Cards pull-down, set the Effective Date, and select a Letterhead Template. See the steps below pertaining to "Save Setting as Default" for information on how to set what other users/schools can print.
10. Verify the correct marking period is selected. Selecting a marking period such as Q1 will print the posted grades for that marking period, which should be used for report cards. Selecting Q1 (Gradebook) will print Gradebook grades for that marking period, which should be used for progress reports.
The marking period 1st represents the posted grades for the First Nine Weeks on the report cards, while 1st (Gradebook) is for the average grades in the teachers’ gradebooks for the First Nine Weeks. The gradebook grades can differ from the grades the teacher actually posted for a marking period.
If multiple marking periods are selected, each one will appear in separate columns on the report card.
a. Select how you’d like the marking periods displayed in the Display marking period names using pull-down. The options include Short Name (e.g. Q1, Q2) and Full Name (e.g. Quarter 1, Quarter 2) as defined in Marking Periods setup.
b. Select the Marking period from which to pull data from the corresponding pull-down. Options include Q1, Q2, S1, Q3, Q4, S2, and FY. You can also select the quarter, semester, and full year check boxes--changing data here will automatically change the Marking period from which to pull data pull-down. For example, if you selected, Q2 from the pull-down and selected the Q4 check boxes, the pull-down will update to Q4. Note: Data is comments and conduct, not the grades per marking period.
c. Select the Use data from most recent term if there is no grade in the term selected check box to populate the report card with data (comments/conducts) from the most recent marking period for which data is present; that is if the student does not have a grade for the marking period selected. Note: Report cards will still only print the grades for the marking periods selected.
For example, if it is the end of the semester and Q1, Q2, and S1 and selected to print, but not all of the students’ classes post semester grades, the classes that only contain Q1 and Q2 grades will post comments and conducts from Q2. All other classes that contain a S1 grade will post comments and conducts as normal. Note: If Use data from most recent term if there is no grade in the term selected is not selected, the Q2 class will not post any comments because data is being pulled from S1 only.
11. You can choose how you want the report cards sorted during printing using the Sort Report Cards pull-down, such as Alphabetically by Student Name, Zip Code, Gradelevel, or by the teacher of specific periods.
If sorting the report cards by Period 01 Teacher is chosen, the report cards will be printed in groups sorted by the students’ first period teachers.
a. The A, B, C or 1, 2, 3 pull-down appears for school utilizing rotation days. If sorting by period and teacher, you also have the option to select the rotation day.
b. If you select to sort by a specific period, you also have the option to Display this Teacher on Each Report Card.
12. Grade Row Grouping defaults to Course Number, but you can also select to group by the Teacher and/or Course Period.
If Course Number is selected and a schedule change has occurred, both records will display on the same row showing the current teacher. If grouping by Teacher and a schedule change has occurred, which includes a change of teacher, a separate row will display on the report card. If Course Period is selected, the grades will display in separate rows for all schedule changes, even if the teacher did not change.
The Grade Averaging Course Num Length setting defined via Setup > System Preferences > Default School Preferences > Scheduling tab overrides the Grade Row Grouping selection, Course Number indicating that the full course number be displayed.
13. Select the Use Transcript Title check box to use the Master Catalog's Transcript Title field as the course name, if set.
14. Select the applicable check boxes to abreviate select information; options include Abreviate Marking Periods, Abbreviate Other Columns, and Abreviate Teacher & Course Name.
You also have the option to Show Abbreviation Legend by selecting the corresponding check box, which displays a legend of abbreviated information.
Here you also have the option to Hide percent symbol per letter grade.
15. Set an Effective Date using the provided pull-downs for the month, day, and year or use the calendar icon to pull data as it pertains to specific active schedule records as of a specific date. The effective date uses the applicable attendance fields in determining attendance totals printed on report cards.
16. If set up, you can also choose to print Multilingual Report Cards by selecting the check box.
If Multilingual Report Cards is selected, a report card would be generated in the language set on the student's record (the language field). However, Translations would need to be set up in Setup > Translations, and a letterhead template would need to be set up for desired languages in Setup > Letterhead Templates.
17. Select the Print Multiple Copies for Custodial Contacts at Separate Addresses check box to print a report card for all applicable guardians/parents at different addresses.
18. Click Save Setting as Default to save the settings that will be available to other schools.
Save Settings as Default will determine what other users (who do not have Edit Template Settings enabled) are able to pull when printing report cards.
19. Click Continue.
Clicking Continue… on the last screen will navigate to a new Report Cards screen where you can choose to preview, print, email and/or publish report cards to selected students/contacts.
1. To print a report card for each student, select Print Report Card: For each student.
2. Select the students for whom you need report cards by selecting the check box next to each student. As students are selected, the number of selections made will display next to the number of students pulled originally.
To print report cards for all students displayed, select the check box in the header.
3. Once the students have been selected, click Preview or Print. It is recommended to Print and review the gernerated report cards via the PDF print preview.
4. However, if Preview is clicked, you can Preview report cards then click Return to Focus to go back to the Report Cards screen. Note: All report cards will look different depending on the template set up by the district.
5. Clicking Print generates all of the selected students’ report cards in a print preview screen. From this screen you have several options including, Rotate clockwise (circular arrow), Download as a PDF (down arrow), Print (printer icon), Fit to page (small inner arrows), Zoom in (plus sign), and Zoom out (minus sign). When finished, click Return to Focus to return to the Report Cards screen.
Clicking Continue… on the last screen will navigate to a new Report Cards screen where you can choose to preview, print, email and/or publish report cards to selected students/contacts.
1. To email report cards first select to whom you’d like to email them: To each student or To each Custodial Contact.
Selecting to email report cards will display additional emailing options as shown in the image.
2. The Email Subject is defaulted but can be edited. Add a CC (an additional email) if desired.
Select the Send a Copy to Myself (user email) check box to email a copy of the report card(s) to yourself.
3. In addition to emailing the report to the student or custodial contact, you can also attach other files to send with the report card, such as a school letter or memo. You can attach up to 5 files. To select a file, click Choose File. To delete an attachment, click remove. To add another attachment/file, click Attach another file. You will be notified as to how many more files can be attached.
4. Select the students who should receive an emailed report card by selecting the corresponding check boxes.
To email report cards for all students displayed, select the check box in the header.
5. Once the students have been selected, click Preview or Send Emails. It is recommended to Preview before emailing to be sure all required information has been included and that the correct letterhead template has been selected.
If the student or the student’s custodial contact does not have an email set up, you will receive an Error that no email was entered and the message was not delivered.
6. Preview report cards then click Return to Focus to go back to the Report Cards screen. Note: All report cards will look different depending on the template set up by the district.
7. Select Send Emails to send report cards to selected students or the students’ custodial contacts.
Once the email has been sent, you will receive a message saying Report cards have been emailed to the selected custodial contacts/students. You will also be taken back to the main Report Cards screen where you can conduct a new search, etc.
The email addresses used for custodial contacts can be found via Student Info > Addresses & Contacts. If a parent uses a different email via the Parent Portal, it will not register here.
Shown is an example of an emailed report card.
Clicking Continue… on the last screen will navigate to a new Report Cards screen where you can choose to preview, print, email and/or publish report cards to selected students/contacts.
1. Select Publish Report Card: To Parent Portal and/or Publish Report Card: To Student Portal.
2. Select the students for whom you need report cards by selecting the check box next to each student. As students are selected, the number of selections made will display next to the number of students pulled originally.
If you want to publish report cards for all students displayed, select the check box in the header.
3. Once the students have been selected, click Preview or Publish.
4. If Preview was clicked, preview report cards then click Return to Focus to go back to the Report Cards screen. Note: All report cards will look different depending on the template set up by the district.
5. Click Publish to publish report cards to the selected students portal or parent portal. Once the report card has been published, you will receive a message saying Report cards have been published.
Published report cards will not be visible until the 'Display Communication Options" system preference is enabled via Setup > System Preferences > School Preferences / Default School Preferences > Grading.
When a student or parent logs into the student/parent portal, the report card information appears on the Reports tab of the student block, as shown in the image.
From here, the student/parent can select to Download Report Card to view the report card in a PDF print preview screen, at which point, it can be printed, downloaded, etc.
The "Download Report Card" link display as "Download Progress Report" if any of the marking periods on the report card are progress periods.
When the next report card is published, it will display in place of the latest published report card. If other kinds of report cards are published, such as Standard Grades Report Cards, SSRS custom report cards, or Progress Reports, all reports will display simultaneously with the most recent of each card displaying.
Upon conducting a student search, you can click the down arrow next to the student Photo to open the category menu, which includes quick links to the following screens/information, most of which can be accessed by Student Info: Demographics, Schedule, Grades or Course History, Absences, Add Referral, Test History, SSS, Enrollment, Requests, Standard Grades, Activities, Referrals, Grad Reqs, and Billing.
Click the floppy disk icon to export the listed data to an Excel spreadsheet.
You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.
To make the list full screen, click on the expansion icon (four arrows) next to the Search text box. Once in full screen mode, click the icon again to exit full screen.
If looking for specific information housed within the resulting students, type the information in the Search text box provided and press Enter.
