Report Cards and New Academic Terms

In QuickSchools, Academic Terms (or Semesters) provide a way to contain and separate student data. So for example, when you change the courses for a student within an academic term, it does not affect his courses from a previous academic term. And this extends to many modules, like grade levels / programs, subjects and gradebooks, simplified schedules, report cards, standard charges (from the Fee Tracking module), and so on. In this way, you can easily and safely introduce changes to the student record, while keeping archived data intact.

So when you activate a new Academic Term, it makes sense to copy certain information over, instead of recreating everything from scratch. By default, the system will ask you whether you want to copy data forward:

Choose whether to Copy data from the Previously Active Academic Term

There is an additional area to “Configure” additional information to copy over, like Gradebook Formulas and Admin Columns :

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Report Cards via Standard Groupings

If you’re using standards / criteria in your Report Cards, then you know there are many ways to set up standards / criteria in QuickSchools, including via the Standards-Based Gradebook. But did you know you can standardize your report cards while allowing teachers to skip the gradebook and submit grades directly to the report cards? Here we discuss how you can use Standard Groupings (or Standard Set Groupings) to configure standards that appear in your report cards.

Edit Groupings for Standards to appear in Report Cards
REMINDER: If you’re thinking of using Standards in your QuickSchools Report Cards for the first time, be sure to select a Report Card Template that supports Standards.

Setting up Standards

Before you begin, you’ll need to install the Standards-Based Gradebook app. More details on setup can be found here:

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Email Report Cards

So it’s the end of term, and your report cards are locked and published. How can you get the report cards generated in your QuickSchools account into the hands of your parents / students, especially if they’re not using the Parent Portal or Student Portal?

We introduced the ability to bulk email report cards back in October 2018. So we thought we’d highlight it again here, since it’s quite a useful tool. All you have to do is, from the main Report Cards listing, select all the report cards you want to email out, and then select “Email Report Card” from the menu:

Email Report Cards to parents or students in bulk

The system will prompt you for confirmation, so you don’t send it out accidentally:

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Creating New Report Cards

Report Card season is coming around. If you’ve previously set up report cards on QuickSchools, here are some quick pointers on how to configure new sessions based on your previous settings:

Creating a new session

To create a new session, simply go to “Report Cards” > “Setup Report Cards” and click on the “Create New” link:

From there, you’ll just need to fill in the form. In particular, if you want to copy settings from a previous session, you can set the “Copy Setup From” field to a previously configured session:

NOTE: By default, when you create a new session, teachers will automatically get access to the session, in order to start filling in grades. Use the “Test Mode” feature to limit access to the report cards to specific users, in the event you want to make changes to the customization before allowing full access to teachers.

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What makes our Report Cards Special

The Report Cards module within QuickSchools has been a labor of love since we launched over 10 years ago. QuickSchools provides the flexibility for schools to quickly and easily customize their own beautiful report cards from our existing library of templates. And for schools that need a little something extra, we can build new templates that fit your needs exactly.

We wanted to highlight a few key features that make QuickSchools different from our competitors.

Extensive Library of Templates

We have a library of templates to choose from, each with its own use case: 

QuickSchools Library of Report Card Templates

We have templates that handle various scenarios, including:

Don’t see a template you like? Send us a sample of what you’d like your report cards to look like, and we can recommend one to you. We may have a hidden template that we can simply share with you. If you have something completely unique, we can build new templates to specification for a fee.

Different Templates for Different Scenarios

You can use different templates for different scenarios. For example, you could produce a monthly Progress Report, followed by an end of term report card, both with different templates. 

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Subject-Specific Criteria for QuickSchools Report Cards

Most Quickschools Report Cards simply display marks and/or letter grades for each subject being evaluated. But some schools want to show evaluations based on additional criteria.

Three Four Galore Sample
Alvin DeSilva’s Report Card with Subject Specific Criteria

In the example above, we’ve created a report card for Alvin DeSilva using the “Three Four Galore” Report Card template. Alvin is taking English and Math. And under English, you’ll notice that he also received evaluations for Reading, Writing and Speaking. You can configure your own criteria for specific subjects, as this article describes.

STEP 1: Select an Appropriate Report Card Template

The first step is to select a Report Card template that has a section for “Subject-Specific Criteria”. If you go to the “Report Cards” > “Setup Report Cards” menu, you can click on “Change Template” to select a different report card template. The selected template will appear on the left, with configuration elements on the right. Look for the “Subject-Specific Criteria” section on the report card.

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Updating Published Report Cards

So you’ve published your report cards, and enabled access for users to view the report cards from the Parent and Student Portals on QuickSchools. Someone spots a mistake, and now you need to update the grades. This article describes the process of updating report cards AFTER report cards have been locked.

We will be going over the following scenarios:

  • The Basics: Manually updating grades
  • Re-submitting grades from the Gradebook
  • Clear Locked Values
  • Selectively migrate calculated values

The Basics: Manually updating grades

What happens when you lock the report cards?

IMPORTANT: Report cards are designed to PULL data from supporting modules like the Attendance and Gradebook modules. This happens when you (1) OPEN an individual report card for the first time, or (2) LOCK the report cards for the first time.

Once you have locked the report cards for the first time, the system will no longer pull data from the supporting modules. This means that you can safely unlock report cards, make changes to any individual report cards, and then lock them up again.

TIP: If you click on the “History” link for a particular Report Card session, the screen will show when the report cards where locked/unlocked, and by which user:

Manually updating grades in the Report Cards will NOT update the corresponding modules where the information would typically originate from. So for example, if you update a students Math grade from 80 to 90 in the Report Cards, this would be independent of the students Math grade in the Gradebook. Ideally, the Gradebook grades would match the Report Cards, but this would need to be managed manually after locking.

Re-Submitting Grades from the Gradebook

In some cases, you may have realized after locking your report cards, that one or more of your teachers had not updated his/her gradebook with the correct Final Grade calculations. As a result, the grades that were pulled from the Gradebook are incorrect. Do you need to update each grade individually in the report cards?

There is actually a new “Submit to Report Cards” function that was introduced in September 2019 as a beta feature, and later refined. You can enable this feature by configuring the Gradebook module:

Read More »

Locking/Publishing Report Cards

The first time you create a new QuickSchools Report Card set, they are not accessible in the student or parent portals. After all, recently created report cards need time to be filled and reviewed. Once the report card set is locked, and no further changes can be made, they are ready to be published online for parents and students to view.

Once you are satisfied with your report card set, you can lock it:

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This will make it so that the report cards are no longer editable, if a teacher needs to make changes to a report card an admin will need to unlock the report card set before any changes can be made:

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Upon locking the report card set the system will automatically publish all report cards to the student and parent portals. If you want to prevent certain parents from viewing report cards online you can do so by simply deactivating the students report card, see details here – Hide Report Card from Student/Parent Portal

If a report card set was locked inadvertently we have function that will allow you to sync any updates that were made to grades after the fact see more here: Clear Locked Values

We also have a “History” link connected to each report card set that tracks any changes, you can use this link to see when and who locked a report card set:

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IMPORTANT! One final note, when you create a new report card session, by default the system locks and published the previous session.

We have a new beta feature that allows you to turn off the auto locking function, this will give you the ability to work on multiple sessions at once. Please chat in with us if you find that you need this turned on in your account.

 

Configuring a Conduct Section in Report Cards

Report Card season is coming up fast. Have you configured your report cards in QuickSchools? For first timers, or schools looking to update their report card formats, here’s a tip on how you can add a Conduct (sometimes called “Behaviour”, “Citizenship” or “Character Development”) section to your report cards. This section is more typical of elementary/primary grade levels.

There are 2 main ways of setting up a conduct section, and they both have their own benefits and drawbacks:

  • Set up “Conduct” directly on the Report Card Template (Main method)
  • Set up “Conduct” as a Subject

Some key differences are discussed below:

“Conduct” directly on Report Cards “Conduct” as a Subject
Configuration

The Conduct criteria is configured ONCE directly into the Report Card configuration.

Configuration

You have to create a “Conduct” subject, and link it to the appropriate teacher and students.
You then need to create a “Subject-Specific Criteria” template for your Report Cards that contains your “Conduct” criteria.
Finally, the subject template will need to be applied to all “Conduct” subjects.
NOTE: From term to term, if new Conduct subjects are created, you’ll need to re-assign the subject template to that “Conduct” subject within the Report Card session.

Usage

Teachers need to use (and can only use) the main “Report Cards” menu to save evaluations for each student. This means that teachers have to open each individual student record card to enter evaluations

Usage

In addition to the main “Report Cards” menu, teachers can use the “Subject-Based” screen to submit evaluations for students, which is a lot simpler.

Restrictions / Limitations

Report Card Template must support Report Card Level Criteria. Most templates support this.

Restrictions / Limitations

Report Card Template must support the “Conduct” type Subject-Specific Criteria. Example template is “Contemporary Quarters

Other Drawbacks

None. This is the main method.

Other Drawbacks

Since Conduct appears as a subject, the Conduct subject will need to be hidden / ignored as appropriate from other modules like Transcripts or Master Scheduler

Report Cards Subject-Based Screen with criteria from the "Conduct" subject template
Report Cards Subject-Based Screen with criteria from the “Conduct” subject template

Entering Evaluations for Conduct in Report Cards
Entering Evaluations for Conduct in Report Cards

Here are links on how to set up the conduct sections: