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Genesis Elem Grading Administrator’s Guide Elementary Grading Administration

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Genesis

Elementary School

Grading

Administrator’s Guide

2007-08



Table of Contents

I. Introduction to Elementary School Grading II. Setup

A. Checklist for the Setup of Elementary Grading B. Valid Grades C. Subjects D. Skills Part I: Managing the List of Skills E. Skills Part II: Subjects and Grades F. Teachers Part I: Managing the List of Teachers G. Teachers Part II: Specifying the Subjects Each Teacher

Grades H. Linking Teachers with Subjects

III. Opening and Closing Grading IV. Elementary School Report Cards

A. Overview of Elementary School Report Cards B. Report Card Templates C. Report Cards by Grade D. Printing Report Cards

APPENDIX A ‐ Elementary Card Report Card Field Reference



I. Introduction to Elementary Grading

Elementary Grading is the module designed to provide and manage the Elementary School Report Card grading process and to generate the actual paper Report Cards that are sent home to students’ families. Elem Grading Setup

Figure 1 – The Elem Grading Setup Screen – The starting point for Elementary School Setup &

Administration The Elem Grading Setup Tabs

• Elem Grading Setup Setup Guide – The “Home” screen is the entry point for the School Setup functions. No functions are directly located on this screen. Each entry on the screen is a link to where the corresponding item can be set up.

• Elem Grading Setup Valid Grades – The “Valid Grades” screen is where actual

grades teachers can post (e.g. A, B, C+, D‐…) are defined and configured.

• Elem Grading Setup Subjects ‐ The “Subject” screen is where the Elementary School subjects that will be graded on the students’ Report Cards are setup and listed.

• Elem Grading Setup Skills ‐ The “Skills” screen is where the skills graded with each

Elementary School subject on the students’ Report Cards are linked to those subjects.

• Elem Grading Setup School Subjects – The “School Subjects” screen is where you specify which subjects are graded for which grade levels (e.g. Kindergarten, 1st Grade, 2nd Grade,). Only the subjects listed on the Elem Grading Setup Subjects screen can be graded and this screen determines whether each subject can be graded for Kindergarten, for 1st grade, for 2nd grades, etc., for each grade level in the school.



• Elem Grading Setup Teacher Subjects – The “Teacher Subjects” screen is where Teachers are linked to the subjects and grade levels they will teach (e.g. Kindergarten, 1st Grade, 2nd Grade, …). Only the subjects listed on the Elem Grading Setup Subjects screen can be graded on Report Cards – this screen is where you specify which Teachers grade which subjects for which grade (e.g. Mr. John Smith teaches Art to the 4th, 5th & 6th grades).

• Elem Grading Setup Mass Assign – – The “Mass Assign” screen is designed to

simplify the process of assigning Teachers to grades and subjects. The Mass Assign screen lets you assign all “regular” Teachers (those who have a homeroom assigned and are not Special Subject or Basic Skills Teachers) to all Regular Subjects (i.e. those subjects which are not flagged as either Special or Basic Skills) for the grade level of their homeroom. (E.g. Ms. Ellen Smith teaches Language Arts, Mathematics, Science, and Social Studies to the students in her 4th grade homeroom). This is a ‘short cut’ screen for the Elem Grading Setup Teacher Subjects screen.

• Elem Grading Setup Open/Close Grading – This screen is where you open and close Elementary Grading so that teachers can post their Report Card grades in preparation for the generation of Report Cards.



II. Elementary Grading Setup

A. Checklist for the Implementation of Elementary School Grading

___ Select the School you will work on in the Screen Header School drop down ___ Create the list of Subject taught in the School ___ Enter the list of all Skills taught at all grades in the School ___ Setup the Subjects taught in each grade level in the School ___ Setup Skills to grade for each Subject and Grade Level ___ Setup the Teachers in the School ___ Specify which Teachers teach which Subjects ___ Create and setup Report Card Templates ___ Create the “Report Cards” – specify which Templates are used for which grades.



B. Valid Grades

1. The Valid Grades Screen

Valid Grades “Valid Grades” are ‘report card grades’ that teachers can post for either Subjects or Skills. A ‘grade’ is any short string of letters, numbers or punctuation (e.g. A+, B‐, 2,…). Every grade that teachers can post to students’ report cards must first be defined on the Valid Grades screen, Elem Grading Setup Valid Grades.

2. The Elementary School Grade “Grades” in Elementary Grading module do not take numeric values (that is, they are not converted into numbers in order to compute averages). Grade Flags When an Elementary Grading grade is defined, it is flagged to indicate how it is to be used, what types of subjects it can grade and whether or not it is a passing grade. The Elementary Grading module uses the information encoded in each grade to determine when to give it as an option in the grade posting process. The 5 flags include:

• Passing – This indicates the grade is – or is not ‐ a passing grade. • Subjects – This grade is used to grade Subjects. • Skills – This grade is used to grade Skills. • Specials – This grade is used to grade Special Subjects (such as Art, Music…). • Basic– This grade is used to grade Basic Skills subjects.

3. Adding a Grade

Procedure to Add a Grade

1. Navigate to the Elem Grading Setup Valid Grades screen. Locate the “Add a Grade” fields at the bottom of this screen.

2. Enter the grade and information about the grade: a. The Grade itself (e.g. “A”) b. A short Description of the grade c. Is this a passing grade? Check the “Passing” checkbox. d. Is this used to grade Subjects? Check the “Subjects” checkbox. e. Is this used to grade Skills? Check the “Skills” checkbox. f. Is this used to grade special subjects (e.g. Gym, Art, Music…)? Check the

“Special Subjects” checkbox. g. Is this used to grade Basic Skills classes? Check the “Basic Skills” checkbox

3. Click the “Add” button to add the grade.



4. Modifying a Grade

Procedure to Modify a Grade Neither the “grade” itself nor its description can be altered; if you need to change these, you must delete the grade and re‐add it.

1. Navigate to the Elem Grading Setup Valid Grades screen. Locate the grade in the list of grades on this screen.

2. Update information about the grade: a. Is this a passing grade? Check the “Passing” checkbox. b. Is this used to grade Subjects? Check the “Subjects” checkbox. c. Is this used to grade Skills? Check the “Skills” checkbox. d. Is this used to grade special subjects (e.g. Gym, Art, Music…)? Check the

“Special Subjects” checkbox. e. Is this used to grade Basic Skills classes? Check the “Basic Skills” checkbox

3. Click the “Save” button at the bottom of the screen. You may need to scroll down to find the Save button.

5. Deleting a Grade

Procedure to Delete a Grade

1. Navigate to the Elem Grading Setup Valid Grades screen. Locate the grade in the list of grades on this screen.

2. Click the “Delete” trashcan icon button corresponding to the grade. This will delete the grade.



C. Subjects

1. Elementary School Subjects “Elementary School Subjects” fall into 3 categories: Regular Subjects, Special Subjects and Basic Skills subjects. The Elementary Grading module makes certain assumptions about each type of Subject. Assumptions are built into the Elementary Grading module regarding how these subject categories are taught and who teaches them – and these assumptions are used to drive the Elementary Report Card grading process.

• Regular Subjects – It is assumed that “regular homeroom teachers” will teach all of the Regular Subjects (e.g. math, science, language arts and social studies) to all of the students in their homerooms. These are the “Homeroom” subjects taught by all homeroom teachers.

• Special Subjects – Special subjects include subjects such as Art, Music, Gym, World Language, Computers and others. It is assumed that each “specials teacher” will teach one Special subject to a set of homerooms (or at least to more than one homeroom).

• Basic Skills – Basic Skills subjects are those taught by a Basic Skills teacher to a group of students who may or may not be in a single designated homeroom. The group of students is assumed to change from time to time.

1. The Subjects Screen: The List of Subjects Defined for

the School District

The “Subjects” screen, Elem Grading Setup Subjects, is where all Elementary School subjects are defined and categorized as Regular, Special or Basic Skills. This is not a school‐specific screen. This is the list of Subjects used at all Elementary Schools in the school district.

2. Adding a Subject

Procedure to Add a Subject

1. Navigate to the Elem Grading Setup Subjects screen. Locate the “Add a new subject to the grading system” fields at the bottom of this screen.

2. Enter the grade and information about the subject: a. The Subject itself (e.g. “Math”) b. A short Description of the subject. c. Is this a regular (i.e. HR) subject? Check the “Regular” checkbox. d. Is this a Basic Skills subject? Check the “Basic Skills” checkbox.



e. Is this a Special subject (e.g. Art, Music, Gym, World Language)? Check the “Special” checkbox.

f. Enter a “Sequence” number for this subject. Subjects are not sorted alphabetically in the list. They are sorted by their sequence numbers. Choose a sequence number that will place the subject correctly in the list of subjects.

3. Click the “Add” button to add the grade.

3. Modifying a Subject

Procedure to Modify a Grade Neither the “Subject” itself nor its description can be altered; if you need to change these, you must delete the subject and re‐add it.

1. Navigate to the Elem Grading Setup Subjects screen. Locate the subject you wish to update in the list of subjects.

2. Select the type of the subject from the “Type” drop down box: a. If this is a regular (i.e. HR) subject select “Regular”. b. If this is a Basic Skills subject select “Basic Skills”. c. If this is a Special subject select “Special”.

3. Update the “Sequence” number for this subject to change its position in the list. 4. Click the “Save” button at the bottom: you may need to scroll down to find it.

4. Deleting a Subject

Procedure to Delete a Subject

1. Navigate to the Elem Grading Setup Subjects screen. Locate the subject you wish to delete in the list of subjects on this screen.

2. Click the “Delete” trashcan icon button corresponding to the subject. This will delete it.


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D. Skills Part I: Managing the List of Skills

1. Elementary School Skills Elementary Grading Skills are an additional set of items that are graded for each Subject. These skills are grade‐specific: A different set of Skills can be associated with the same Subject (e.g. Mathematics) for each grade level. There is one master list of Skills for the school district and it is stored centrally, in the ELEMENTARY_SKILLS Codes table maintained on the Setup Codes screen. The Skills are paired with their Subjects on the Elem Grading Setup Skills screen.

Section II D “Skills Part I: Managing the List of Skills” addresses maintaining the list of skills used throughout the school district. Section II E “Skills Part II: Managing the List of Skills” addresses the pairing of skills with subjects and grade levels.

2. The List of Skills Defined in the School District All Elementary Grading Skills, for all Subjects, all Grade Levels (e.g. K, 01, 02…) and all Elementary schools in the school district, are stored in a single table: the “ELEMENTARY_SKILLS” Codes table. A “Codes table” is one of the essential setup tables that are maintained in the “Setup” module of Genesis. The list of Skills is not editable in the Elem Grading module directly: the list of Skills can only be modified by editing the ELEMENTARY_SKILLS Codes table.

3. Locating the ELEMENTARY_SKILLS “Codes Table”

Procedure to Locate the ELEMENTARY_SKILLS Codes Table

1. Navigate to the Setup Codes screen.


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2. Locate the ELEMENTARY_SKILLS Codes table in the list of tables. The list is alphabetical. This table contains all Elementary School Skills for all Subjects, all Grade Levels (e.g. K, 01, 02…) and all Schools.

To Edit the List of Skills available in the School District, click the “P” icon corresponding to the ELEMENTARY_SKILLS Codes table. This opens the table for editing. See below for edit instructions.

4. Adding a Skill

Procedure to Add a Skill

1. Navigate to the Setup Codes screen. Locate the ELEMENTARY_SKILLS Codes table in the list of tables. Click on the “P” icon button to open the ELEMENTARY_SKILLS Codes table.

2. Locate the “Add a Code” fields. 3. Enter the grade and information about the subject:

a. The Code itself – a short identifier for the Skill b. A short Description of the skill. c. Enter a “Sequence” number for this Skill. Skill sorted exclusively by their

sequence numbers. Choose a sequence number that will place the Skill correctly in the list of Skills eventually seen by teachers.

4. Click the “Add” button to add the Skill.

5. Modifying a Skill

Procedure to Modify a Grade The “Code” for the Skill cannot be changed; if you need to change this, you must delete the Skill and re‐add it.


4. Locate the Skill you want to change in the list of Skills. Click on the Edit icon button corresponding to the Skill. This brings up the “Modify Skill” Dialog box:


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5. Update the Description of the Skill. 6. Update the “Sequence” number for this Skill to change its position in the list. 7. Click the “Modify” button to save your changes. Click the “Cancel” button to abandon

the operation.

6. Deleting a Skill

Procedure to Delete a Subject


2. Locate the Skill you want to delete in the list of Skills. Click on the Delete icon button to remove it.


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E. Skills Part II: Add Skills to Subjects & Grades

1. Elementary School Skills: Subjects and Grades

Elementary School Skills are always graded for a particular subject in a specific grade level. Skills do not get graded on their own. The Elem Grading Setup Skills screen is where the pairings between Skills, Subjects and grade levels is specified and managed.

It is also possible to specify, within a grade level, that certain Skills are only graded in certain Marking Periods and possibly by only a small set of valid grades. You may designate “default grades” for a skill in a particular Marking Period to ease the teacher’s burden in grading each Skill for each student.

2. The Skills Screen

This screen ties together Skills and Subjects and specifies for which grade level and Subject each Skill will be graded. It further allows you to specify for which Marking Periods the Skill will be graded, what the default grades might be and if all (appropriate) valid grades can be used to grade the Skill or only a specific subset of valid grades can be used.

To proceed, you must first choose the Subject (e.g. Reading) and grade level (e.g. 02) the Skills you will select apply to. The same subject (e.g. Reading) may have completely different graded Skills for each grade level (e.g. 2nd grade vs. 3rd grade).

3. Adding a Skill to be Graded to a Subject and Grade

Procedure to Add a Skill to a Subject/Grade

1. Navigate to the Elem Grading Setup Skills screen. 2. Set the Grade and Subject to which the Skill will be added:

a. Locate the “Subject” field at the top of this screen. Select the Subject (e.g. Reading) to which to add the Skill.

b. Locate the “Grade” radio buttons to the right of the “Subject” drop down list. Select the Grade to which to add the Skill


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c. Locate the “Add a new skill to this subject/grade” fields at the bottom of the screen. Select the Skill to add to the Subject and Grade from the drop down list of Skills.

d. Enter a “Sequence” number for this Skill. Skills are sorted by their sequence numbers. Choose a sequence number that will place the Skill correctly in the list of Skills on the “Post Grades” screen the teachers will ultimately see.

3. Click the “Add” button to add the Skill to the Subject and Grade.

CAVEAT: At this point all you have done is added the Skill to the Subject & Grade in which it will be graded. To setup its “how to grade” information, proceed to “Modifying a Skill’s Subject/Grade Grading Information” below.


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4. Modifying a Skill’s Grade/Subject Grading Information

Procedure to Modify a Skill’s Subject & Grade Setup Information Neither the “Code” for the Skill or its description can be altered here.

1. Navigate to the Elem Grading Setup Skills screen. 2. Set the Grade and Subject in which the Skill will be modified:

a. Locate the “Subject” field at the top of this screen. Select the Subject (e.g. Reading) to which to add the Skill.

b. Locate the “Grade” radio buttons to the right of the “Subject” drop down list. Select the Grade to which to add the Skill

3. Locate the subject you wish to update in the list of subjects. Set it’s Grading

information:

a. Select Default Grades for the Skill in each Marking Period (if you desire):

b. Specify in which Marking Periods this Skill is to be graded, by checking in the appropriate checkboxes:

c. If you desire, specify exactly which grades can be given for the skill.



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5. Deleting a Skill/Subject/Grade Link

Procedure to Delete a Skill’s Grading Information from a Subject/Grade

1. Navigate to the Elem Grading Setup Skills screen. To locate the subject you wish to delete select the Grade and Subject where the Skill can be found:

a. Locate the “Subject” field at the top of this screen. Select the Subject (e.g. Reading).

b. Locate the “Grade” radio buttons to the right of the “Subject” drop down list. Select the Grade.

3. Locate the Skill to delete from the list of Skills for the selected Subject and Grade. 4. Click the “Delete” trashcan icon button corresponding to the Skill you want to remove

from this Subject and Grade. This will delete it from the Subject/Grade.


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F. School Subjects

1. When and How a Subject is Graded Subjects are only graded when they have been set up for a particular School and grade and explicitly flagged as “graded”. Further, each teacher who will grade a particular subject (e.g. Reading, Art, Music) must be explicitly set up to grade that subject. This is explained in Section 2 H Teachers Part II: Specifying the Subjects Each Teacher Grades below. Once subjects are added to the particular school & grade where they will be graded and the teachers who will grade the subjects are specified, those teachers will be able to post grades for those subjects when grading is open. See Section 2 H Teachers Part II: Specifying the Subjects Each Teacher Grades below.

2. The School Subjects Screen

Figure 2 – The Elem Grading Setup School Subjects screen

The screen allows you to specify which Subjects are graded for which grade levels (e.g. PKA) in the selected school. Controls on the Elem Grading Setup School Subjects Screen There are 3 sets of controls:

‐ Above the list there is a “grade selector” which allows you to choose the grade level for which you are currently setting up Subjects.

‐ The list itself consists of controls for each selected Subject (in the selected grade). ‐ At the bottom is the “Add a new Subject to school/grade” field and Add button.


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These are explained in the sections below. Missing Grade Level: If the grade level you wish to set up Subjects for is missing from the list, go to the Setup Schools School Parameters Valid Grades screen to fix. Missing Subject: If the Subject you wish to add to the selected grade level does not appear in the ” Add a new Subject to school/grade” drop down list at the bottom, see Section II C above.

3. Adding a Subject to a School for a Grade

Procedure to Add a Subject to a Grade in the Current School

1. Navigate to the Elem Grading Setup School Subjects screen. Make sure the correct school is selected in the “School” drop down in the Genesis screen header area.

2. Select the Grade to which to add the Subject: Locate the “Grade” radio buttons at the top of the list of Subjects.

3. Locate the “Add a new subject to this school/grade” fields at the bottom of the screen.

Select the Subject to add to the drop down list of Subjects. 4. Enter a “Sequence” number for this Subject. Subjects are sorted by their sequence

numbers. Choose a sequence number that will place the Subject correctly in the list of Subjects on the “Post Grades” screen the teachers will ultimately see.

5. Click the “Add” button to add the Skill to the School and Grade.

CAVEAT: At this point all you have done is added the Subject to the School & Grade in which it will be graded. To setup its “how to grade” information, proceed to “Modifying a Subject’s Grading Information” below.


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4. Modifying a Subject’s Grading Information

Procedure to Modify a Subject’s “How & When to Grade” Setup Information Neither the “Code” for the Subject or its description can be altered here. See Section II F above.

1. Navigate to the Elem Grading Setup School Subjects screen. 2. Select the Grade Level (e.g. ‘3’) for which the Subject ‘s “How and When to Grade”

information will be modified: Locate the “Grade” radio buttons at the top of the list of Subjects and select the desired Grade level:

3. Locate the subject you wish to update in the list of subjects. Set its Grading information:

a. Select Default Grades for the Subject in each Marking Period (if you desire):

b. Specify the grades which are usable for this Subject (if desired – leave blank for all):



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5. Deleting a Subject from a Grade Procedure to Delete a Subject from a Grade

1. Navigate to the Elem Grading Setup School Subjects screen. 2. Select the Grade Level (e.g. ‘3’) for which the Subject will be deleted: Locate the

“Grade” radio buttons at the top of the list of Subjects and select the desired Grade level:

3. Locate the subject you wish to delete in the list of subjects. Click the corresponding delete icon button for the subject:


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G. Teachers Part I: Managing the List of Teachers This section is an abbreviation from the “Genesis Administration –Teachers and Other District Staff” document. Teacher1 ‘objects’ must be created for each of your teachers. These Teacher objects can then be assigned to your School and configured to grade students (See Section II H below). This section deals with creating Teacher objects and assigning them to a School or Schools. The functions described in this section are located on the Setup District Master District Parameters Teachers screens. There are several functions described here:

‐ Locating a Teacher in the list of district ‘staff’ ‐ Viewing the Teacher’s demographic and school‐specific information ‐ Adding a new Teacher ‐ Assigning the Teacher to a School

1 In this document “Teacher”, capitalized, refers to the internal Genesis “Teacher Object” structures and “teacher”, with lower case ‘t’, refers to teachers as users of the product. Similarly, when capitalized, the word “School” refers to the internal Genesis ‘School object’ rather than the physical school.


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1. Locating Teacher Objects and Viewing Information

Figure 3 – The Setup Districts Master District Parameters Teachers screen

Procedure to View the List of Teachers Assigned to a School

1. Navigate to the Setup Districts Master District Parameters Teachers screen. 2. Click on the “…” button to bring up the list of schools. 3. Select the school(s) you wish to search for. A blank field means “all schools”. 4. Click the Search button. The list of teachers that is returned consists of those teachers

who are currently assigned – within Genesis – to the specified schools. Once a search has been performed a list of teachers should appear in the list on this screen.

Procedure to View a Single Teacher’s Information 1. Navigate to the Setup Districts Master District Parameters Teachers screen. 2. Enter your desired search criteria and click “Search”. The list of matching teachers

should populate the list.

3. Click on the Edit icon corresponding to the desired Teacher.

This brings up the Teacher’s ‘District Info’ demographics screen, shown below.


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Figure 4 – The Setup Districts Master District Parameters Teachers Modify Teacher District Info

screen. Note the two additional 6th level tabs: Certifications and Schools.

4. To continue to the Teacher’s “School” assignments, click on their “Schools” tab:

This brings up the Setup Districts Master District Parameters Teachers Modify Teacher Schools screen which lists the Schools to which the Teacher is assigned and can display School‐specific information. See Section II G 3 Add Schools to the Teacher below.


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2. Verifying and Setting Staff-Function Flags Procedure to Verify the Teacher‐Object’s Staff‐Function Flags

1. Navigate to the Setup Districts Master District Parameters Teachers screen. 2. Enter your desired search criteria and click “Search”. The list of matching teachers


3. Click on the Edit icon corresponding to the desired Teacher. 4. At the bottom of the screen, locate the “Staff‐Function” flags:

5. The “staff‐function” flags indicate to Genesis the type of staff member identified by this Teacher Object:

a. Guidance Counselors are identified by the contents of the two “counselor” fields:

i. Counselor Id ii. Counselor Name

b. Case Managers are identified by setting the Case Manager field to “Yes”. c. Resource Teachers are identified by setting the Resource Teacher field to “Yes”. d. Nurses are identified by setting the Nurse field to “Yes”. e. Vice Principals are identified by setting the Vice Principal field to “Yes”. f. Disciplinarians are identified by setting the Disciplinarian field to “Yes”. g. Classroom Teachers are identified when none of these flags or fields are set.

In this part of the Teacher Object, it is not possible to distinguish between “regular teachers” (who teach regular or ‘homeroom’ subjects) and “Specials teachers (who teach special subjects such as Art, Music and Gym) and Basic Skills teachers (who teach the various Basic Skills subjects).

6. Examine the staff function flags and ensure they are set correctly for this Teacher. 7. Click Save to store your changes.


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3. Add Schools to the Teacher Procedure to Add Schools to the Teacher



3. Click on the Edit icon corresponding to the desired Teacher. 4. Locate the “Schools” 6th level tab. Click to bring up the Teacher’s School Assignments

screen:

5. Locate the School you wish to Add to the Teacher in the list at the left side of the screen. 6. Click the “Add” button corresponding to the School you wish to add. This adds the

School to the Teacher’s Assignments. 7. Repeat for additional School assignments.


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4. Reviewing and Setting School-Specific Teacher Information

Procedure to Verify the Teacher‐Object’s Staff‐Function Flags



3. Click on the Edit icon corresponding to the desired Teacher. 4. Select the “Schools” 6th level tab to bring up the Teacher’s list of Schools:

Figure 5 – The Setup Districts Master District Parameters Teachers Modify Teacher Schools screen. Note the list of Schools to which the Teacher is assigned on the left and School specific information

on the right.

5. Locate your School in the list of Schools to which the Teacher is assigned:

6. Click on the Edit icon corresponding to that school. This causes the school specific information to be displayed on the right side of the screen:


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7. Examine the settings and make sure the Teacher’s School‐specific information is

correctly set. For Elementary Teachers the most important fields are: a. Current Homeroom b. Grade Level c. Special Subject Teacher – yes/no (Art, Music, Gym …) d. Basic Skills Teacher – yes/no e. Elementary Comment Sequence

8. Click Save to store your updates.


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H. Teachers Part II: Specifying the Subjects Each Teacher Grades

Figure 6 – The Elem Grading Setup Teacher Subjects Screen

Teacher Subjects Screen This screen is used to specify which subjects each Teacher is responsible for grading. It can also be used to set up and verify the settings for every Teacher assigned to your school.

Controls on the Elem Grading Setup Teacher Subjects Screen There are 3 sets of controls:

‐ The select teacher (“Switch to”) control appears on the upper right of the screen:

‐ The central section displays the list of Subjects graded in any Grade Level in the School. See #1 Specifying the Subjects Each Teacher Teaches & Grades immediately below.

‐ The upper left displays – and allows you to update – the current settings for the selected teacher in the School. See #2 Updating Teacher Information below.

Missing Teachers: If a teacher assigned to the School does not appear in the drop down on the upper right, they are probably not assigned correctly within Genesis. Go to the Setup Districts Master District Parameters Teachers screen and follow directions as in Section II G ‐ Teachers Part I: Managing the List of Teachers above.

Missing Subjects: If a Subject a teacher grades does not appear in the center list, see Section II C Subjects and Section II F School Subjects above.


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1. Specifying the Subjects Each Teacher Teaches & Grades

Procedure to Update a Teacher’s School Information

1. Navigate to the Elem Grading Setup Teacher Subjects screen. 2. Use the “Teacher” drop down at the upper right hand corner of the screen to select the

Teacher whose information you wish to modify. 3. In the Subject/Grade matrix in the center of the screen, update the set of

Subjects/Grade Levels that the Teacher will grade. There is a row in this matrix for each Subject and a column for each grade level (i.e. 04, 05):

a. Check the checkboxes for each Subject/Grade Level the Teacher will teach. 4. Click Save to save the changes.

2. Updating Teacher Information

In the upper left corner of the screen, a “teacher information box” is displayed where you can both view and update the crucial information for the teacher in the selected school. The information includes:


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‐ Homeroom – blank if the teacher is not a homeroom teacher ‐ Grade Level – what grade is the teacher’s homeroom (i.e. what grade does the teacher

teach?) ‐ Special Subject Teacher – this is flagged only if the teacher teaches a Special (Art,

Music…) ‐ Basic Skills Teacher – this is flagged only if the teacher is a Basic Skills teacher

Procedure to Update a Teacher’s School Information

1. Navigate to the Elem Grading Setup Teacher Subjects screen. 2. Use the “Teacher” drop down at the upper right hand corner of the screen to select the

Teacher whose information you wish to modify. 3. In the Teacher Information box at the upper left of the screen, update the teacher’s

school‐specific information: a. Update their homeroom if appropriate b. Update the grade level they are teaching, if appropriate c. Flag them as the appropriate kind of teacher – or leave both flags blank to

indicate that this teacher is a “regular” teacher. 4. Click Save to save your updates.


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III. Open/Closing Grading

A. Opening Grading

Procedure to Open Grading You can open grading if it is currently closed.

1. Navigate to the Elem Grading Setup Open/Close Grading screen. 2. Select the Marking Period to open grading for from the “Which marking period is being

graded” drop down. 3. Click the “Open Grading” button.


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B. Closing Grading

Procedure to Close Grading You can close grading if it is currently opened.

1. Navigate to the Elem Grading Setup Open/Close Grading screen. 2. Click the “Close Grading” button.

C. Specifying the Current Marking Period

Procedure to Specify the Current Marking Period in order to correctly Print Report Cards

1. Navigate to the Elem Grading Setup Open/Close Grading screen. 2. Locate the “Current Elementary Marking Period” area of the screen. 3. Locate the “Which marking period should be considered the current” drop down.

Select the “current Marking Period”. 4. Click the “Save” button. Report Cards will now print correctly (assuming they are

correctly set up) for the selected Marking Period.


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V. Elementary School Report Cards

A. Overview of Elementary School Report Cards

Elementary School Report Cards The Genesis Elementary Grading module allows for the creation of an unlimited number of Report Card Templates. These templates include the form for printing the physical report cards and the “field information” for printing the students’ information and grades onto the forms. The process of creating a “Report Card” that is ready to be printed is as follows: STEP 1: Create the “Template” to be used to print Report Cards and fill them with information. This step only needs to be done when a) initially setting up report cards or b) if you design a new form. It does not have to be done every time you need to print report cards. STEP 2: Link the Template to a specific School and Grade: “Report Cards” are specific to a Grade Level (e.g. 2nd grade). This creates a “Report Card” that is ready to run. This step also only needs to be done a) initially when setting up the Elementary Grading module and b) if you decide to change the form you are using for the Grade Level. It does not have to be done every time you run report cards. STEP 3: Collect Grades and Print Report Cards: Open grading, collect grades, close grading and “Run” the Report Cards: Print the report cards. This step is the only step which is done each and every time you want to give report cards. Section III above discusses the collection of grades from teachers. This section discusses setting up Templates and grade level‐specific Report Cards, and then ‘running’ the Report Cards to generate physical documents.


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B. Report Card Templates

1. The Report Card Templates Screen – Templates Overview

A “field” is here both the area on the report card where you are going to insert some piece of information (e.g. a grade) and the name of the item that you wish to print on the report card.

The list of Templates on the screen contains a set of ‘icon buttons’ corresponding to each Template. These icon buttons provide the following functions:

‐ PDF – ‐ Overflow PDF – ‐ Sample ‐ Overflow Sample – ‐ Modify – ‐ Fields – Lists the “field” information for the Template. ‐ Copy – Allows you to copy the existing Template to make a new one. ‐ Delete – Allows you to delete the Template


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2. Viewing Your Current Templates There can be two PDF forms attached to each Template definition:

‐ The “PDF” form itself – this is the front page of the report card. ‐ The “Overflow PDF” form – this is the page on which teachers’ free form comments are

printed.

Procedure to View the Current PDF Templates

1. Navigate to the Elem Grading Report Cards Templates List screen. 2. Select the Template whose PDF forms you wish to view. 3. To view the PDF form for the main page of the report card Template, click the icon in

the PDF column. This will display the attached PDF form via the ADOBE Reader:

4. When you are done examining the PDF form, click the browser back button to return to

Genesis. 5. To view the Overflow PDF, click the PDF icon in the “Overflow PDF” column. This

similarly displays the Overflow PDF form in ADOBE Reader. 6. When you are done examining the PDF form, click the browser back button to return to

Genesis.

3. Modifying Template Information


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Procedure to Modify Template Information

1. Navigate to the Elem Grading Report Cards Templates List screen. 2. Select the Template you wish to Modify. 3. Click on the Modify icon corresponding to the selected Template. This brings up the

Elem Grading Report Cards Templates Modify screen. 4. The following fields can be updated via this screen:

a. Name of the Template b. Name of the Template’s Author c. Sequence number – used only for sorting the Templates in the list on the Elem

Grading Report Cards Templates List screen. NOTE: that the “unique code” that identifies the Template internally cannot be changed. CAVEAT: Do not click the Attach PDF button if you wish to modify the information displayed on this screen. Modify this information first and proceed to the “Upload PDF Templates” procedure below.

5. Scroll to the bottom of the screen and click the “Modify” button to store your changes.


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4. Upload PDF Templates Procedure to Upload PDF Forms into Template

1. Navigate to the Elem Grading Report Cards Templates List screen. 2. Select the Template you wish to Modify. 3. Click on the Modify icon corresponding to the selected Template. This brings up the

Elem Grading Report Cards Templates Modify screen. 4. Click the “Attach PDF” button to bring up the Elem Grading Report

Cards Templates Attach screen:

5. To upload the “Report Card” form, click the Browse button. This brings up the standard

File Dialog for your operating system (e.g. Windows XP, Windows Vista, MAC OS X). 6. Select the desired file and click “Upload File”. 7. To upload the “Overflow Comment” form, click the Browse button. This brings up the

standard File Dialog for your operating system (e.g. Windows XP, Windows Vista, MAC OS X).

8. Select the desired file and click “Upload File”. 9. To view the forms see Section IV above.

5. Copy Templates

Procedure to Copy a Template 1. Navigate to the Elem Grading Report Cards Templates List screen. 2. Select the Template you wish to Modify. 3. Click on the Copy icon corresponding to the selected Template.

4. Fill in the new “code” for the copied Template and click “OK”. This copies the selected

Template with all information other than the “Code” unchanged.


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6. Report Card Fields - Modifying Field Information a. Definition of a Field

A “field” is here both the area on the report card where you are going to insert some piece of information (e.g. a grade) and the name of the item that you wish to print on the report card. For example, the student’s name, “STUDENT_NAME”, is a piece of data that you wish to place on the report card – and is also the specific field on the report card where you wish the name to be placed. The “field controls” on the Genesis Elem Grading Report Cards Templates Fields screen give you the ability to specify which pieces of data will be precisely placed on the report card forms, where on the form they will be placed (and how many copies will be placed), the font that will be used, the font size to be used and the alignment (e.g. left, right, center) in the designated space. Each “field control” contains the following pieces of information for printing the data in the field:

• The Field identifier – these “fields” are special macros that enable you to pull information from students’ records and print the information into the actual report card. See below, Appendix A, for the Report Card field macros.

• A Copy count for the ‘field’ or macro. If you placing the same piece of information into the Report Card form multiple times, you must keep count and enter the count # into this “Copy” text field. This allows the software to track how many times the same piece of information is going to be placed into the printed Report Card.

• The Font to user to when printing the field. The built‐in font choices are Helvetica, Courier and Times Roman.

• The font Size of the field in points (72 to the inch). This is the size, in points, of the actual letters on the report card forms you will be printing. The font you selected in Step c, above, must be available in the font size selected here. Only certain combinations are available. Typical font sizes are 10, 12 and 14.

• The X location of the field in points (72 to the inch). This is the location, in points, of the actual field on the report card forms you will be printing. The bottom left corner of the paper is location 0,0 (zero X location, zero Y location). Measure bottom up, in points, to find the X location of the current field.

• The Y location of the field in points (72 to the inch). This is the Y location, in points, of the actual field on the report card forms you will be printing. The bottom left corner of the paper is location 0, 0 (zero X location, zero Y location). Measure left to right, in points, to find the Y location of the current field.

• The (W)idth of the field in points (72 to the inch). This is the width, in points, of the actual field on the report card forms you will be printing. A piece of data that is longer than the specified width will be truncated.

• The Alignment of the field within the Width. The options are left, center, right.

b. Add a Field


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Procedure to Add Fields to a Template Specification 1. Navigate to the Elem Grading Report Cards Templates screen. 2. Click the “P” Fields icon button up the Elem Grading Report

Cards Templates Fields screen. 3. At the top of the screen there are a set of fields that enable you to add a Field to the

Template definition. 4. Enter the information about the field you want to add:

a. The Field itself – the macro that pulls information from students’ records (See below, Appendix A, for the Report Card field macros).

b. The Copy count for the ‘field’ or macro. The first entry for the field (e.g. STUDENT_NAME) on the report card form is given #1, if you must print the same field – e.g. STUDENT_NAME – on the form multiple times, the second entry for it is #2, etc.

c. Select the Font to user to when printing the field. The built‐in font choices are Helvetica, Courier and Times Roman.

d. Specify the font Size of the field in points (72 to the inch). Only certain combinations are available. Typical font sizes are 10, 12 and 14.

e. Specify the X location of the field in points (72 to the inch). The bottom left corner of the paper is location 0,0 (zero X location, zero Y location). Measure bottom up, in points, to find the X location of the current field.

f. Specify the Y location of the field in points (72 to the inch). The bottom left corner of the paper is location 0, 0 (zero X location, zero Y location). Measure left to right, in points, to find the Y location of the current field.

g. Specify the (W)idth of the field in points (72 to the inch). h. Select the Alignment of the field. The options are left, center, right. i. Enter a “Sequence” number for this field in the list of fields in the Template.

Specifications are sorted by their sequence numbers j. If the macro requires a parameter – or “option” – to be passed to it during

processing, enter that information in the Option field. k. Provide Sample text for the Field. This will be used to generate dummy “test”

report cards so that you can test how well the Template is set up. E.g. Sample text for a “Name” field might be “John Smith” or “Yogi the Bear”.

l. Specify the (P)age on which this field will print on the paper report card form.

This is a text field which requires a number. A page number of “99” specifies the overflow template.

5. Click the “Add” button to add the new field to the Template. 6. Repeat steps 4 and 5 to add additional fields to a Template.

c. Modify a Field

Procedure to Modify Field Information in a Template Specification


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1. Navigate to the Elem Grading Report Cards Templates screen. 2. Click the “P” Fields icon button to bring up the Elem Grading Report

Cards Templates Fields screen. 3. Locate the field you wish to modify. 4. Modify the information about the field you want to change:

a. The Field itself – these “fields” are special macros that enable you to pull information from students’ records and print the information into the actual report card. See below, Appendix A, for the Report Card field macros.

b. The Copy count for the ‘field’ or macro. You may need to do this if you change the number of times a field appears on a form.

c. Change the Font to user to when printing the field. d. Change the font Size of the field in points (72 to the inch). This is the size,

in points, of the actual letters on the report card forms you will be printing. The font you selected in Step c, above, must be available in the font size selected here. Only certain combinations are available. Typical font sizes are 10, 12 and 14.

e. Change the X location of the field. Remember that locations are measured in/by points (72 to the inch).

f. Change the Y location of the field in points (72 to the inch). g. Change the (W)idth of the field in points (72 to the inch). This is the width,

in points, of the actual field on the report card forms you will be printing. h. Alter the Alignment of the field. The options are left, center, right. i. Alter the field’s “Sequence” number to change its position in the list of

fields. j. Change (set, re‐set or clear) the parameter – or “Option” – to be passed to

the field’s macro during processing. k. Change (alter, clear or enter) Sample text for the Field. This will be used to

generate dummy “test” report cards so that you can test how well the Template is set up. E.g. Sample text for a “Name” field might be “John Smith” or “Yogi the Bear”.

l. Change the (P)age on which this field will print on the paper report card

form. This is a text field which requires a number. A page number of “99” specifies the overflow template.

5. Click the “Save” disc icon button to save your changes to the one field. 6. If you want make changes to multiple fields at one time, make all your changes to all

fields and then click the Save button at the bottom of the field list.

d. Remove a Field

Procedure to Delete Fields from a Template Specification

1. Navigate to the Elem Grading Report Cards Templates screen. 2. Click the “P” Fields icon button up the Elem Grading Report

Cards Templates Fields screen. 3. Locate the field you wish to remove and click the corresponding Delete trash can icon.


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C. Report Cards by Grade

1. Report Cards by Grade

The Elem Grading Report Cards Report Cards screen The Elem Grading Report Cards Report Cards screen lists the specifications that link the templates to the grade levels for which they will be used to generate printed Report Cards. Each “Report Card” – really a Report Card Grade/Template specification – listed on this screen specifies a Template (from the Elem Grading Report Cards Templates screen) and grade levels (e.g. PKA, 01, 02 …). The selected Template is later used to generate and print the actual paper Report Cards for the selected grade levels. The specifications on this screen thus identify which report card templates will be used for which grades. You may have a separate template for each grade – or any combination of grades. Creating these Grade Template specifications is the final step in setting up Report Cards.

2. Add a Report Card for a Grade

Procedure to Add a Grade/Report Card Template Specification

4. Navigate to the Elem Grading Report Cards Report Cards screen. 5. Click the “Add” 4th level tab to bring up the screen.


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6. Enter the information about the Grade/Report Card Specification: m. The Code itself – a short identifier for the Report Card specification. n. A short Name for the Report Card specification. o. Select the Template to user to generate the Report Cards from the

“Template” drop down. p. Select the Grade Levels this Grade/Template specification is for. This links

the Template, chosen in Step 4d above to the grade levels it will be used for. Check in the appropriate “grade” checkboxes (e.g. KSP, 01, 02…).

q. Enter up to two messages to appear on the printed Report Cards: i. The “Message 1” text field. ii. The “Message 2” text field.

r. Enter a “Sequence” number for this Report Card specification. Specifications are sorted by their sequence numbers

7. Click the “Add” button to save your changes and create the “Report Card” specification.


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3. Modify a Grade/Report Card Template Specification

Procedure to Modify a Grade/Report Card Template Specification The Code itself – a short identifier for the Report Card specification – cannot be updated. To change it you must delete the specification and re‐add it.

1. Navigate to the Elem Grading Report Cards Report Cards screen. 2. Locate the Report Card (Grade/Template) Specification you wish to remove. 3. Click the “Modify” icon button to modify the Grade/Template specification:

a. Update the Name of the Report Card specification. b. Change the Template to user to generate the Report Cards from the

“Template” drop down. c. Change the Grade Levels this Grade/Template specification is for. This links

the Template, chosen in Step 4d above to the grade levels it will be used for. Check in the appropriate “grade” checkboxes (e.g. KSP, 01, 02…).

d. Update either or both of the two messages that will appear on the printed Report Cards:

iii. The “Message 1” text field. iv. The “Message 2” text field.

e. Change the “Sequence” number for this specification to alter its position in the list of specifications.

8. Click the “Modify” button to save your changes and update the “Report Card” specification.


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4. Delete a Grade/Report Card Template Specification

Procedure to Delete a Grade/Report Card Template Specification

1. Navigate to the Elem Grading Report Cards Report Cards screen. 2. Locate the Report Card (Grade/Template) Specification you wish to remove. 3. Click the “Delete” trashcan icon to remove the Grade/Template specification.


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D. Printing Report Cards

Procedure to Run Report Cards

1. Navigate to the Elem Grading Report Cards Generate screen. 2. Select a mechanism to choose which students to print report cards for:

a. Student List – Select all students on the picked list. The default list is “All Students” (in the school).

b. Teacher – Select the one Teacher to generate Report Cards for. c. Homeroom – Select the one homeroom to generate Report Cards for.

3. Select a Marking Period 4. Select a Sort Order for the printing the Report Cards. Choices include:

a. Student Name b. Grade level, Student Name c. Homeroom, Student Name d. Counselor, Student Name e. Counselor, Grade Level, Student Name f. Case Manager, Student Name g. Zip Code, Student Name

5. Select to print one Report Card per student, for their legal address, or as many as needed.

6. Specify the date on the Report Cards. 7. Click the “Accept” button. Report Cards will now print correctly (assuming they are

correctly set up) for the selected Marking Period. You will see intermittent status messages such as the following:


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8. When the Report Cards have been generated they will all appear as a single Adobe PDF

document:

9. To print the Report Cards, click the ADOBE “Printer” icon button. This brings up a

normal Printer Dialog. Choose your printer and print the cards.


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APPENDIX A ‐ Elementary Card Report Card Field Reference

STUDENT_NAME

Sample Output: Zinn, Christopher

STUDENT_NAME2

Sample Output: Christopher Zinn

STUDENT_ID

Sample Output: 2348905

HOMEROOM

Sample Output: 103

SCHOOL_YEAR

Sample Output: 2006-07

GRADE_LEVEL

Sample Output: 12

SCHOOL_NAME

Sample Output: Piscataway High School

PRINCIPAL_NAME

Sample Output: Dr. Michael A. Wanko Notes: The field is from the Setup -> School -> Modify Screen

SCHOOL_PHONE_NUMBER

Sample Output: 732-555-1212 Notes: The field is from the Setup -> School -> Modify Screen

TEACHER_NAME

Sample Output: Zinn, Christopher

TEACHER_NAME2

Sample Output: Christopher Zinn


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TEACHER_NAME3

Sample Output: Mr. Christopher Zinn

DATE

Sample Output: 6/3/2006 Notes: Prints today’s date in the format m/d/yyyy

TEACHER_COMMENTS_BLOCK_CURRENT

Sample Output: Print the comments for the current marking period Field Option: How many lines can be printed. This number MUST be present or really strange things happen when printing the comments. Start with 10; and proceed from there. This field can really only be tested from a report card with data entered. Notes: The current marking period can be set on the Elem Grading -> Setup -> Open /Close Grading screen. If this field is blank, comments will not print.

TEACHER_COMMENTS_BLOCK_CURRENT3

This method does the EXACT same thing as TEACHER_COMMENT_BLOCK_CURRENT. The only difference is that the teacher’s name is printed as TEACHER_NAME3 prints it. (Mr. Christopher Zinn)

TEACHER_COMMENTS_BLOCK_MPx (Where x is the marking period number)

This method does the EXACT same thing as TEACHER_COMMENT_BLOCK_CURRENT; except that the comments for the specified marking period are printed.

OVERFLOW_COMMENTS_BLOCK_MPx

If the comments in the other comment fields do not fit, this field will print the overflow. The overflow is generally done on a separate page. The over flow page has a magic page number of 99. If you use this field, the page number must be 99 or really odd things will happen. You can use any of the other macros on page 99 as well. Make sure that an overflow PDF is uploaded and installed on the server before using page 99 and overflow_comments macros.

ATTENDANCE_PRESENT_MPx (Where x is the marking period number)

Display number of days present for this marking period.

ATTENDANCE_ABSENT_MP x (Where x is the marking period number)

Display number of days absent for this marking period. (Unexcused and excused are combined)

ATTENDANCE_TARDY_MP x (Where x is the marking period number)

Display number of days tardy for this marking period. (Unexcused and excused are combined)


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ATTENDANCE_PRESENT_CYCLE_Q1 (Where Q1 can be any semester code)

Display number of days present for the specified ATTENDANCE CYCLE CODE. This is the cycle code of the school; these can be setup in Setup -> School -> Params ->Attendance Cycle Codes.

ATTENDANCE_ ABSENT _CYCLE_Q1 (Where Q1 can be any semester code)

Display number of days absent for the specified ATTENDANCE CYCLE CODE. This is the cycle code of the school; these can be setup in Setup -> School -> Params ->Attendance Cycle Codes.

ATTENDANCE_ ABSENT _TARDY_Q1 (Where Q1 can be any semester code)

Display number of days tardy for the specified ATTENDANCE CYCLE CODE. This is the cycle code of the school; these can be setup in Setup -> School -> Params ->Attendance Cycle Codes.

ATTENDANCE_TOTAL_ABSENTS

Display number of total absents in the specified SCHOOL_ATTENDANCE_CYCLES.

Field Option: A comma separated list of attendance cycles to use, for example: MP1,MP2,MP3,MP4

ATTENDANCE_TOTAL_TARDIES

Display number of total tardies in the specified SCHOOL_ATTENDANCE_CYCLES.

Field Option: A comma separated list of attendance cycles to use, for example: MP1,MP2,MP3,MP4

CONFERENCE_REQUESTED_MPx (Where x is a marking period #)

Display a x (a lower case x) if a conference was requested for MPx.

CONFERENCE_ATTENDED_MPx (Where x is a marking period #)

Display a x (a lower case x) if a conference was requested for MPx.

SUBJECT_GRADE_MPx_SUBJECTCODE

Display the subject’s grade for Marking Period X for SUBJECTCODE. Replace the word SUBJECTCODE with the subject’s code.


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SKILL_GRADE_MPx_SUBJECTCODE_SKILLCODE

Display the subject’s skill grade for Marking Period X for SUBJECTCODE and SKILLCODE. Replace the word SUBJECTCODE with the subject’s code; and SKILLCODE with the subject’s skill’s skillcode.

SKILL_GRADE_CURRENT_SUBJECTCODE_SKILLCODE

Display the subject’s skill grade for the current Marking Period for SUBJECTCODE and SKILLCODE. Replace the word SUBJECTCODE with the subject’s code; and SKILLCODE with the subject’s skill’s skillcode. The Current Marking period is set in the Elem Grading -> Setup -> Open /Close Grading screen.

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