School-level Report Cards

Reporting periods are created by the school office. Reporting periods define a submission period by supplying a start date and a due date. Here’s a video on how to create report cards.

Teachers complete and submit report cards sheets during the submission period.

Report Card Illustration.002

School administrators can choose to review report cards either by class or by student before they are made available to parents and students.

Report Cards are printed by exporting data to another system, or they are printed from within Edsby. Report Cards can also be published and made available to students and parents on their home screens.

Report Card Illustration.003

Definitions

Reporting period

A reporting period defines date range of assessments and attendance information. A reporting period creates an average column in class gradebooks. The dates also determine which students to include in the report card sheets.

Report Card Sheet

Adding classes to a reporting period creates a report card sheet for the class. A teacher can open the report card sheet from within each class or by clicking the Report Card button on the home screen. A report card sheet lists all the enrolled students in the class during the reporting period.

Report card template (input and print)

The report card template includes all the required and optional information teachers enter to complete report cards. Report card templates can include both an input template and a print template.

Record

A student has one record for every class to which he or she is enrolled. Edsby combines the records to produce a Report Card.

Report Card

A report that includes grades and other required information from all a student’s teachers.

 What happens when

What School office Teachers
Reporting period created
  • A new reporting period is added to the Report Cards Zoom.
  • A link to Report Cards is available on the home screen when one or more reporting periods have been defined.
  • A Report Card link is added to the Class.
  • A reporting period subtotal column is added to the Gradebooks.
  • A Report Card link is added to the Class.
  • A reporting period subtotal column is added to the Gradebooks.
Submission period is open
  • The Report Cards zoom displays which report cards sheets have been completed.
  • A Report Card buttons appears in the teachers Classes panels.
  • Report card sheets can be submitted to the office.
  • Changes can be made and resubmitted by teacher.
  • Report Card buttons appear in the teacher’s Classes panel.Report card sheets can be submitted to the office.
  • Changes can be made and resubmitted by the teacher.
Submissions period ended
  • The Report Cards zoom displays which report cards sheets have been completed.
  • Report card sheets can be unlocked for editing if changes are needed.
  • Reports card sheets can be submitted.
  • Reports cards sheets cannot be changed unless unlocked by the office.
  • Reports card sheets can be submitted.
  • Reports cards sheets cannot be changed unless unlocked by the office.
Report card sheets reviewed
  • School administrators can review reports card sheets by class or collated records for a student.
All report card sheets submitted
  • Report card information can be exported.
  • Report cards can be printed, if available.

 Creating a reporting period for all classes or a set of classes

On your home screen, click Classes. If required, filter the list to the classes you want to include in this reporting period. The reporting period can automatically include a variety of report card templates.

  1. Choose Add to Report Card and complete the Reporting Period Setup form.

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2. Complete the Reporting Period Setup form.

3. Click Save. The Report Cards Zoom will appear.

The Report Card Zoom is available when at least one reporting period exists.

Click Save. The Report Cards Zoom will appear.

Reporting Period Setup form

report-card-form

Add to which reporting period Setting this field to Create New will add a new reporting period. Add classes or groups to an existing reporting period by choosing the name from the list.
Template to use If set to Select Automatically the report card will be based on grade level and/or subject. The list will include the school’s report card templates. Select Automatically is the recommended setting.
Force deploy Some Student Information systems tag classes with a report card indicator. Classes like homeroom or study periods do not require a report card. Clicking the checkbox will override the SIS setting.
Allow Multiple Sheets Generally used for split classes. For example, in 6th grade a level is displayed on the report card, while 7th grade report card displays a percent. This class would require two report card sheets.
New Reporting Period Details
Name The name chosen is visible to teachers on the report card sheets. When report cards are published the name is visible to students and parents.
Type Choose the correct type from the list. The list varies by school and district. Interim and Final are two common types.
Previous Reporting Period If the report card includes a section for every reporting period, enter the previous reporting period. If the report card does not include previous reporting periods, leave this field blank.
Period Start The reporting period will include any assessments on or after this date.
Period End The reporting period will not include any assessments after this date.
Report Card Due The date and time teachers are required to submit report cards. Teachers can continue to submit report card sheets once the deadline has passed, but cannot unlock the report card sheet for editing. Once the deadline has passed, administrators can view unsubmitted report cards.
Advanced
Don’t include period average in gradebook When enabled, gradebooks won’t display an average column. Typically used for progress reports.
Maximum comment length If the template includes a comment field, this field sets the number of characters allowed in the comment. In most cases, the report card input template has a comment length pre-defined. If the district is using one of the default templates the maximum length is set to accommodate the requirements of the printed report card. The default is 450 characters.
Submission Start Date The date teachers can submit reports cards. On this date, teachers will see a Report Card button under the Class Name.

By default, the submissions start date is 7 days before the Report Cards Due date. Once provisioned, teachers can enter information in the report cards, but they cannot submit Report Cards until the date set here.

Confirming a class is included in a reporting period

  1. On the home screen, click Report Cards.
  2. Select a reporting period.
  3. Search for the class name, or filter by teacher, template, grade, or subject.

If the class is displayed in the list, the class has a report card sheet. Until the report card sheet is submitted, or the due date has passed, Office staff will not see the reporting period listed in the class.

Editing a reporting period

  1. On the home screen, click Report Card.
  2. Choose the name of the reporting period from the drop down list.
  3. Click Edit Details.
  4. Completed the changes then click Save.

Note: Schools cannot edit District level reporting periods.

Adding classes to an existing reporting period

  1. On the home screen, click Classes.
  2. Filter the class list to the classes that need to be added to an existing reporting period. The list can also filtered by names, code, grade, subject, or teacher name.
  3. Select Add to Report Card.
  4. The Template to use field is normally set to Select Automatically, but a specific report card template can be set.
  5. Choose the reporting period from the list and click Save.

While in the Report Card zoom, the Add Class or Group button can be used to add a Class or Group.

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Changing Report Cards Templates

  1. On the home screen, click Report Card.
  2. Enter the name of the class in Search, or filter the list by grades, subjects, report card templates, or teachers.
  3. Click the Gear icon. To select all listed classes in the list, click Sheet Name checkbox, or select individual classes by clicking the checkbox beside the class name.
  4. Click Change Templates. Select a report card template from the list. Click Save.

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Cancelling a report card sheet

  1. On the home screen, click Report Cards.
  2. Enter the name of the class in Search, or filter the list by grades, subjects, report card templates, or teachers.
  3. Click the Gear icon. To select all classes in the list, click Sheet Name checkbox on the toolbar, or select individual classes by clicking the checkbox beside the class name.
  4. Click Cancel Classes.

If report card sheets are cancelled in error, add the class back to the reporting period to restore the sheets and their contents.

Approving a report card sheet

Report card sheets can be approved. This optional step is used by administrators to help them identify which sheets have been reviewed. Once approved, teachers can no longer unlock a report card sheet, even if the due date is still in the future.

  1. On the home screen, click Report Cards.
  2. Click on the Sheet Name, to open the report card sheet.
  3. Click Approve.

Returning a report card sheet for correction

  1. On the home screen, click Report Cards.
  2. Click on the Sheet Name, to open the report card sheet.
  3. Click Request Correction. Enter a message for the teacher. Click Proceed. Teachers can unlock their own report cards sheets during the submission time frame, but after the due date has passed report cards need to be unlocked for the teacher.

Unlocking a report card sheet to make corrections

  1. On the home screen, click Report Cards.
  2. Click on the Sheet Name, to open the report card sheet.
  3. Click Unlock for Editing and make corrections. Click Resubmit to office or Approve. Both the teacher and school administrators can make corrections and resubmit to office.

Publishing a reporting period to parents and students

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As soon as one report card sheet is submitted, the Publish button will appear on the reporting period’s toolbar. Clicking the Publish button will publish all submitted and approved report card sheets.

  1. On the home screen, click Report Cards.
  2. Select the reporting period.
  3. Click Publish.

Students and parents view the report card by clicking the View Report Cards button that appears on the home screen’s Classes panel.

report-card-button-on-classes-panel

Retracting a reporting period

Once the reporting period has been published a Retract button appears on the reporting period’s toolbar. Clicking the Retract button, will unpublish all published report card sheets. Parents and students will no longer see the reporting period name listed. If there are no published report cards, the View Report Cards button is removed from the parents and students home screen.

  1. On the home screen, click Report Cards.
  2. Select the reporting period.
  3. Click Retract.

It is not necessary to retract all report cards to correct information on a specific published report card sheet. Click on the sheet and click Unlock for editing. Once the correction has been made click Approve. Click Publish button to change the sheet status to Published.

Deleting a reporting period

To delete a reporting period, do this:

  1. On the home screen, click Report Cards.
  2. Choose the name of the reporting period from the drop down list
  3. Click Edit Details.
  4. Click Delete.

Deleting a reporting period will remove all associated reports cards from the Edsby for all users and all in places. The report card period cannot be restored, without the intervention of Edsby Professional services. Schools cannot delete a District level reporting period.

 Report Cards Zoom

District and School administration have access to the Report Card Zoom. This Zoom provides access to up to the minute information on a reporting period. Report Cards has two views the Sheet View is focused on providing information about classes, and the Student View concentrates on reviewing and printing student report cards.

Sheet View toolbar & columns

Toolbar
Reporting Period list Used to navigate to a selected reporting period.
Add Group or Class button Add a class or a group to the selected reporting period. Classes and groups require student members. An empty class or group without students will not be provisioned a report card sheet.
Edit Details button Reporting Periods provisioned at the schools level will include the ability to change the Reporting Period Setup form. District level reporting periods will not include an Edit Details button.
Export Export report card sheet data to a csv file.
Gear icon Displays Change Template, Cancel Sheet buttons and enables the ability to select individual classes.
Publish If at least one report card sheet has been submitted, the Publish button appears. Clicking Publish will enable a student and parent to view the report card on the home screen.
Retract If report cards have been published, the Retract button will appear. Clicking the Retract button will unpublish all report cards.
Column Name
Sheet Name Clicking on the sheet name will open the report card sheet. The report card sheet can be open if the State is Submitted, Overdue, Approved, Returned for Correction, Published.
Class / Group Name The short name of the class.
Grade Grade is displayed if provided by the Student Information System.
Teacher(s) A list of teacher names.
Template The name of the report card template provided to the class.
Student Status The number of students in the class.
Sheet Status
Unsubmittedgrey circle Teacher has not yet submitted the sheet. Percentage of completed required fields is displayed. Represented by a gray circle.
Submittedyelllow circle During the submission period, teachers can unlock and modify report card sheets. Represented by a yellow circle.
Approvedgreen circle Indicates the Office has approved the sheet. Once a sheet has been approved, the teacher can no longer edit the sheet. Represented by a green circle.
Publishedblue circle The report card is visible to a student and parents. Represented by a blue circle.
Mean The class mean based on the Grade column. Only appears after the report sheet has been submitted.
Median The class median based on the Grade column. Only appears after the report sheet has been submitted.
# Fail The number of students who fall below expectations. Only appears after the report sheet has been submitted.
Alert Indicates if a grade has been adjusted more than 5 points. Only appears after the report sheet has been submitted.

Student View

The Student View enables the Office to view report card records by student. Clicking a student’s name opens the Review Report Card form. The form lists the teachers and classes that make up a student’s report card.

The form also includes and the current state of each report card record.

grey circleUnsubmitted


yelllow circleSubmitted


green circleApproved


red circleReturned for Correction


blue circlePublished