Managing Elementary Report Cards

							Elementary Report Card: Notes for              Version 1.3         Last Updated: Friday, 20-Nov-09
Administrators


Managing Elementary Report Cards

1. To access report card management screen, login to sas.edu.pe.ca as an
   administrative user.

2. Navigate to the menu item: Assess / Report Cards / Manage Report Cards

3. Next, you will be presented with the following interface




4. A: Select the correct reporting period
5. B: (Optional) The default is all classes, but you can filter to see only the report card
   items in a certain status such as ‘submitted’ or ‘not created’.




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Important Notes:

   •   Using the filters allows you to see what status each teacher is at.

   •   You can view and/or edit report cards, just like a teacher. You can also select an
       individual student and view their entire report card as long as all the subjects for
       that student are in Checkout Status.

   •   You should only Approve a teacher’s report card, if they have Submitted it to
       you. The submitted status tells you that the teacher has completed their report
       card and it is ready for your review and approval.

Status Descriptions

Checked Out
While you are working on the subject or making changes to the text of the comment, it’s
checked out and no one else can edit it.

Checked In
You check in the subject once you have made changes. This also allows others that
have security access to edit the report card.

Submited
When you submit the subject, it goes to the office and is ready for approval process.

Approved
You need to approve the report card subjects before they are printed.

6. Approving Report Cards - Once you have gone through your review process, each
   subject needs to be approved. You can simply select all subjects and approve at
   one time by clicking the select all box, then go to the change status and click
   Approve. You can also select individual subjects for specific teachers and approve.




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7. To print report cards, see
   http://www.edu.pe.ca/esd/school_dev/docs/print_elem_report_card.pdf
Frequently Asked Questions

1. If you have approved a teacher’s report card and the teacher needs to make a
   change, you as the administrator will need to ‘Check In’ each subject for the teacher
   so they can make the change and re-submit.

2. If a teacher forgets to “Check In” one of their report card subjects and another
   teacher “shares” that class, the other teacher may ask you to “Check In” that subject.
   Do this with your admin account.

3. If a teacher asked for a proof sheet report, it’s the Assessment Report Card
   Summary report under School Reports>>Report Card.

4. If the program indicator is not printing properly, you may be setting the cut-off or print
   date outside of the reporting period. Check the date for the reporting period as
   stipulated in manage / setup / school schedule. As long as the attendance cut-off
   and report date are within the reporting period, it will print fine.

5. If you notice that some report cards are not printing properly, you should check the
   enrollment in Trevlac to ensure that the student in question in properly enrolled. It
   might be that they are enrolled in 2 English courses for instance. Also, ensure that
   the grade level information in the course file is correct. Make the necessary
   changes, update StudentsAchieve and wait 1 hour. Then revisit the report. If still
   have issues, call your district representative for support.

6. What is a reasonable amount of time to complete the entire process of building and
   printing report cards using the on-line system? Give yourself plenty of time to sort
   out issues. Here is a sample timeline. Signing - 2 days, Printing - 3 days, Final
   changes - 2 days, Data in and approved 2 days. Give yourself at least one week to
   complete the process from the time teachers submit their data.

7. Should I print all classes or just a single class of reports? When printing, select only
   one teacher at a time and select just the homeroom course. This allows you to run
   the report card with calculated attendance for some classes and not others.




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8. Should I create a backup of report cards outside of StudentsAchieve? It is not a bad
   idea to save the PDF file that StudentsAchieve produces to a directory on the
   network. Here is a sample to follow. 1A_mackinnon.pdf is the report cards for all
   students in the 1A homeroom taught by teacher mackinnon and report_cards, 2008,
   term1, and report_cards are folders. Create this backup on the O: drive.

elem_report_card
   2008
      term1
         1A_mackinnon.pdf

9. How do we handle the grade 1 insert in StudentsAchieve? The grade 1 fall insert
   was not included in the standard report card. Schools can continue this practice, but
   it will be handled outside of StudentsAchieve.

10. I have two students with the same first and last name in the same class. How do I
    tell them apart? In the common given name field in Trevlac, add their middle initial to
    the first name. Evan John would become EvanJ

11. I have 2 teachers that share a class, how can I print both names on the report card?
    To do this, create a single staff member. In the first name field, put the first initial of
    the first teacher with no period. In the last name field, place the rest. For example:
    to print J. MacDonald/S. Smith the first name = J, last name = MacDonald/S. Smith

12. How can teachers enter comments on each others report cards? There is only one
    report card comment field and this should not be share across teachers since it
    introduces the chance that one teacher might overwrite the other's comment. If this
    is required, it is likely better to send the comments to the homeroom teacher and let
    them cut and paste the comment from the other teacher. Where multiple teachers
    are making comments, precede the comment with the name of the teacher to avoid
    confusion. Here is an example.

(J. Smith - Math): Joan is a very positive and cooperative student. She follows directions,
shows attention to detail and uses her time and materials effectively to complete tasks in
school and at home. Joan reads aloud fluently and demonstrates a clear understanding of
written material. (J. Doe – Language Arts): Joan has made strong progress in English this
term. Conscientious and respectful, she is a joy to teach!

13. At our school, we always entered a NA if an outcome was not yet covered in first or
    second term. What do we do in the new system? Feel free to use a N. This is
    included in the legend ‘N-Not Covered at This Time




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14. How should we organize a split grade class in Trevlac? The homeroom course can
    contain all the students in the class regardless of grade. This facilitates entering
    attendance. It is best if the class be split for the other subjects so that the teach may
    consider all of the grade 2's for instance when assigning the outcome level for a
    certain subject as opposed to having to consider two grade levels within the same
    list. This means the teacher will have twice as many subject entries in their report
    card manager.

15. I made changes to a course enrollment, but I don't see my change on-line. What is
    wrong? The server is set to run a script on one hour intervals to add and remove
    students from the report card component. If you don't see your class list change
    after one hour, contact support.

16. Should teacher print their reports or should it be done centrally in the office? It is
    likely better to centralize the process of printing the report card in the office since you
    will want to print doubled-sided. This requires the printer with that capability. The
    newer photocopiers have this function.

17. Can I enter test data in term 2 if I am going to print the first term data? Any data
    entered will print on the report card. It is important to enter nothing for a future term.

18. A student in our school is moving from French immersion to regular program. What
    needs to be done to print the report card properly? The student must be added to
    the new set of homeroom classes so that they appear on the correct class list. In
    addition, the first set of course must not be deleted, but made inactive. To do this,
    Go to Areas | Student Area | Current Courses and Marks. Select the Update tab and
    select the all of the courses under the old homeroom and clear the active flag and
    save your changes and update StudentsAchieve. If you want to have the English
    program outcomes from previous terms, you will have to re-enter them for that
    student. Unfortunately, any attendance taken for the student under the previous
    homeroom will not print on future report cards.




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