Standard Based Grade Report Card Templates

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Standard Based Grade Report Card Templates
Adobepdficon.png [Standard Based Grade Report Card Templates - May 24, 2016]


Contents







Aeries Web Version - Standard Based Grade Report Card Templates


Refer to the Standard Based Grade document for more information on Standards Based Grade Reporting in Aeries:

Standard_Based_Grades.pdf


Standard Based Report Card Templates

Standard Based Report Card Templates will allow users to create multiple report cards without impacting the current report cards that may be in production.  The Standards Based Report Card Templates page will allow a user to create new report cards in a "sandbox" area.  The Standards Based Report Card Template page will greatly reduce the amount of time to create or modify your report cards.

An existing report card setup from the Standard Based Setup (SBE table) can be imported into the Standards Based Report Card Template page and then it can be modified.   When the new report card template is complete, it can be pushed to the current setup with the Push to SBE icon.

The new page will feature drag and drop ability to move standards onto and around the report card.  All of the options will be available including a new option to "Center" the standard.  Standards can be added or editing from the page also with the appropriate permissions.

Note: Currently the 2 Column Portrait format report card is supported in the Standards Based Report Card Templates. Landscape format report cards are not yet supported.

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A Print Preview will be available from the Standards Based Report Card Templates page to check the progress of the report card while building.

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Security and Tables

Two new tables have been added to support Standard Based Report Card Templates:

  • SBS – Standard Based Report Card Templates
  • SBD - Standard Based Report Card Template Details

Users will need permissions to the new Standard Based Report Card Templates under the Standard Based Grade Reporting section on the Security page.

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Standard Based Report Card Template - SBS Permissions:

  • Read - allows users to open existing templates, view what is in SBE for import, print previews
  • Update - With Update permission users can create new templates save templates, delete templates and import from SBE

Standard Based Setup SBE – Insert permissions are needed to push/copy the template to the current set-up with the Push to SBE icon

Standards STN – Insert and/or Update permissions are needed to Add or Edit a Standard from the Standard Based Report Card Template page.

Note: Editing an existing standard will impact standards already in use. Permissions to the Standards STN table should be limited to admin type users and be granted with caution.

Create Templates

Once permissions are granted to the Standard Based Report Card Template – SBS security area, users will see a Standard Based Report Card Template option under the Standard Based Grades node, Configurations on the Navigation tree.

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Clicking on Standard Based Report Card Template will display the following page.

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Below are the descriptions for the function icons on the left side of the page.

  • Grade dropdown displays grade levels from the School Low and High.
  • Create New Template allows users to create a new blank template
  • Open File allows users to open, copy or delete existing saved templates
  • Save Template allows users to Save and Name a template. The Save should be used periodically when working on a template.
  • Print Preview allows users to see a preview of the current template.
  • Import from SBE allows users with permissions to import an existing setup (SBE table) into the template
  • Push to SBE allows users with permissions to push the current template to the current setup (SBE table)
  • Remember Me/Undo Remember Me is available to add related sub-standards to the template when selecting the top standard.

There are 2 ways to create templates:

  • Create a New Blank Template – a blank template can be created and standards from the Standard List can be added.
  • Import from SBE – an existing Standard Based Setup (SBE table) can be imported into the template. Once imported the template can be edited.


Create New Blank Template

To create a new blank template, select the grade level from the Grade dropdown. Then click on the Create New Template icon.

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A blank template will display. If the Language Options are selected from the Standard Based Grade Options, they will display in the top left or top right sections of the template.

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The Portrait template has 2 pages. Page 1 will display when creating a new blank template. Page 2 can be displayed by clicking on P2 on the upper right of the page.

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Import from SBE

The Import from SBE option will import an existing Standard Based Setup (SBE table) into the template. Once imported the template can be edited.

To import a template, select the grade level from the Grade dropdown. Then click on the Import from SBE icon. The current setups will display.


In the example below, grade 5 is selected. The following popup will

display with the current Standard Based Setups (SBE table) available for

the grade selected. Click on the download icon on the report card to import.

Standard Based Grade Report Card Templates 02.png

Building a Template

After the template is created by either the using the Create New Template button or the Import from SBE, many options and functions are available to build a template.

Standard List

The Standard List will display from the Standards - STN table and display the standards for the selected grade level. Common Core standards can be imported into the Standards table. Please refer to page 17 for details.

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The Standard List page has drilldowns available to locate standards. Click on the arrows at the far right to display related sub-standards.

Standard Based Grade Report Card Templates 17.png

The Search box can be used to find standards. Enter the standard name and click on the Search icon. The list will be filtered for standards with the word entered in the search box.

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Add Standard

If the user has permissions Insert or Update Standards, an Add Standard button will display next to the standard Search box.

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A popup page will display to enter the standard information. This will allow users to enter Local standards.

Enter the Standard ID, Title, and Type of Standard. If the standard is a sub-standard, enter the Category standard ID to link to the top level standard.

The Mark Type 1 and 2 can be populated if appropriate.

The Include in Transcript option will print this standard, mark type and marks stored for a student in the Standard Based History table (SBH) when an Elementary Transcript is generated. This is usually selected for top level standards.

The Applies to Terms check boxes are used if a standard does not apply to a specific term. Deselecting a term check box will disallow data entry for that term and the box on the report card will be greyed out.

The Include in Transcript option will print this standard, mark type and marks stored for a student in the Standard Based History table (SBH) when an Elementary Transcript is generated. This is usually selected for top level standards.

Standard Based Grade Report Card Templates 20.png

Refer to the Standard Based Grade document for more information on Standards Based Grade Reporting in Aeries:

Standard_Based_Grades.pdf

Adding Standards to the Template

Standards can be added to the template by dragging the standard to the location or by clicking on the arrow to the left of the standard.

When first creating a template, the first column on page 1 will be highlighted with a dark blue border to indicate that the column selected.

Standard Based Grade Report Card Templates 21.png

Adding standards with related sub-standards will push to the next column. If the first 2 columns on Page 1 are full, the related sub-standards will be pushed to Page 2.

Standards can be added to the Top Left and Top Right sections of the template by dragging and dropping.

To drag and drop a standard, click the mouse on the standard from the Standard List and drag it to the appropriate column on the template.

Standard Based Grade Report Card Templates 22.png

A Drop Here message will display at the top of the column. Drop the standard onto the template. Filler/Header lines can be added later to add space between standards to balance out the columns.

Standard Based Grade Report Card Templates 23.png

If the standard is a top level standard with related sub-standards linked to it, the following message will display when adding the standard to the template:


Standard Based Grade Report Card Templates 24s.png

Select the Remember Me option to always add the related sub-standards when adding standards to the template. The option can be turned off by clicking on the Undo Remember Me icon on the left hand tool bar.

If the page is full, the following message will display.

Standard Based Grade Report Card Templates 25.png

Standards can also be added to the template by clicking on the arrow to the left of the standard.

Standard Based Grade Report Card Templates 26.png

Right Click Options

Once standards are added to the template, there are various options are available by right clicking on a standard: Center Justify, Shading, Filler/Header, Line Number, Remove and Edit.

Standard Based Grade Report Card Templates 27.png

Below is more information on the right click options.

  • Center Justify – will center the Standard description or Filler text in the center of the line. This option is not supported in Client.
  • Shading - will allow standard in the report card to be shaded
  • Filler/Header – will add blank lines or free text in the body of the report card
    • Add Above/Add Below – will add the blank line above or below the selected standard
    • Remove Fillers – will remove a group of fillers from the template
    • Edit – will allow adding text to a filler line or for editing existing filler text. Includes adding translations for Correspondence languages
  • Line Number – will increase the lines of a standard from 1 to 5. This option is used for standard descriptions that do not fit on 1 line. Increase the Line number to fit the standard description.
  • Remove – will remove the standard from the template. This option does not delete the standard from the Standards table, just removes from the template. The standard will display in the Standard List once removed.
  • Edit – If the user has permissions to Update Standards, the Edit option will display.


When the Edit option is selected the following warning message will display. Note: Any change to an existing standard will affect standards that are already in use, edit with caution.

Standard Based Grade Report Card Templates 28.png

Print Preview

A Print Preview icon is available to check the report cards progress when building. When creating a new template, the Print Preview icon is disabled until the template has been saved by clicking on the Save icon. Once the template has been named and saved, clicking on the Print Preview icon will automatically save the template to ensure new changes are saved.

When clicking on the Print Preview icon, the following options display:

Standard Based Grade Report Card Templates 03.png
  • Include Standard ID in Mark - When the option is selected, the

Standard ID (STN.SD) will print in the mark columns

  • Teacher Signature - When the option is selected, the

A Teacher signature line will print on the 2nd page

  • Principal Signature - When the option is selected, the

A Principal signature line will print on the 2nd page

It is suggested that the Print Preview option be utilized throughout the process of creating the report card template.

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Save Template

Clicking on the Save Template icon will display the Save Template popup page.

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  • Name – When creating a blank template, the Name will be be blank.

Enter the template name.

  • Type – the Portrait format is supported at this time.
  • Grade – the grade will default to the selected grade and cannot be

changed.

When importing from SBE, the template name will default to (Imported). The name can be changed from (Imported).

Standard Based Grade Report Card Templates 30.png

If the Home icon is clicked before the template is saved or a Print Preview is made, the following message will display. Click on Save and Exit to save the changes or Exit to exit the page.

Standard Based Grade Report Card Templates 31ss.png

Open File

After templates have been saved, the Open File icon provides more functions.

Standard Based Grade Report Card Templates 05.png
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The Open File popup will display the template Name, Grade Level, Type (currently only Portrait is supported) and Last Updated date.

The following icons are available:

  • Open – will open the template
  • Copy – will copy the existing template to another template in the same grade or in another grade level. The following will display. The Name and Grade can be changed.
Standard Based Grade Report Card Templates 33s.png
  • Delete – will delete the template from both the SBS – Standard Based Report Card Templates table and the SBD - Standard Based Report Card Template Details table.

A confirmation message will display. Use the Delete with caution.

Standard Based Grade Report Card Templates 34.png

Push to SBE

When the template is complete, it can be pushed to the current set up by using the Push to SBE icon.

The following will display. The Card Type can be entered or left blank for the default. The Overwrite existing card type option will allow a new template to overwrite an existing Standard Based Setup (SBE table) Card Type.

Standard Based Grade Report Card Templates 06.png

If the report card type exists in the Standard Based Setup (SBE table) and the Overwrite existing card type option is NOT selected, the following message will display:


Standard Based Grade Report Card Templates 35.png

A new Card Type must be entered to import the template. A confirmation message will display after the import.

Standard Based Grade Report Card Templates 07.png
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Report Card Type codes and descriptions are stored in the STU.RC field and can be modified on the Update Code Table page.

Standard Based Setup (SBE table)

After the template has been pushed to the Standard Based Setup (SBE table), the SBG Setup page can be used to view and to preview the report card. The SBG Setup page can be accessed from Standard Based Grades node, Configurations on the Navigation tree.

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The SBG Setup page has a link to the Standard Based Report Card Template page at the top of the page.

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The Preview Report Card button is available.

Assigning Student's a Report Card Type Code

To create report cards for students with the new Report Card Types, the students need to be tagged with the corresponding Report Card Type before the Standard Based Grade Reporting table is created. On the Standards Based Grade Input form under Standards Based Grades in the navigation tree, click the mouse on the Report Card Type dropdown. Only the Report Card Types that are set up for the student's grade level will display. Select the appropriate code. Queries can also be run to populate the STU.RC field before the Standard Based Grade Reporting table is created.

Standard Based Grade Report Card Templates 39.png

Initialize New Grading Cycle

Prior to entering grades, the Grade Reporting Table must be created. Click the mouse on Initialize New Grading Cycle under Standards Based Grades, Functions on the navigation tree.

Standard Based Grade Report Card Templates 40s.png

Click the mouse on the Current Mark option. The correct starting and ending dates should automatically be highlighted. If tracks have been set up they will display. Click the mouse on the correct Track(s). Click the mouse on the Initialize New Standards Based Grading Cycle button. A message will display confirming that you wish to proceed. Click the mouse on the OK button and a message will display that the process may take some time to complete and an email will be sent out when it is completed.

'NOTE: Once the Standard Based Grade Report table has been created, changes should not 'be made to the Standards or Report Card Set-Up. Once grades have been submitted changes should only be made in the Standard Based Grade Template. Changes made during the school year to the Standard Based Grade Set-up could invalidate previous marks that have been submitted.

Create/Update SBG for One Student

After the grade reporting table has been created, changes can occur that will affect the grade table. For example, a new student can be added to the school database, which will not be included in the grade reporting table. To update the grade reporting table for one student, click the mouse on Create/Update SBG for One Student under Standards Based Grades, Functions. The following selection box will display. Enter the student's name in the Search box and search for the student.

Standard Based Grade Report Card Templates 41.png

Click the mouse on the student and then click on the Update SBG for this Student button.

A message will display confirming that you wish to proceed. Click on the OK button to continue.

Load Common Core Standards

Standards can be manually added to Aeries or by using the Load CA State Standards form. The Load CA State Standards form is available in Admin CS in View all Forms. The following form has 2 tabs to load California or Common Core standards into Aeries.

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The Update Previously Loaded Standards with New ID's and Load Selected Standards button will analyze all existing standards in the system and rename them if needed.

After loading Common Core standards, the Title or descriptions can be modified. This may be necessary due to the space limitations of the Standard Based Report Cards.

The Mark Types and other options on the Standards form should be reviewed for the imported standards.






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