Aeries Web Gradebook

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Documentation

Aeries Web Gradebook
Adobepdficon.png [Aeries Web Gradebook - Updated March 10, 2017]
Adobepdficon.png [Aeries Web Gradebook Quick Start Guide - April 17, 2017]

Contents






Accessing Teacher Portal Gradebook

The Aeries Gradebook is compatible with iPads, Chromebooks, Android Tablets, Windows 8 RT Browsers and Smart Phones.

The Aeries Gradebook allows teachers to setup all class assignments for their classes. The teacher can then enter scores received by the student for these assignments.

The program will calculate the percentage of the maximum score that the student received. This will help determine the grade the student should receive in the class. Various options are available for teachers including a Rubric Grading option.

Accessing Teacher Portal 02.png

It is important that the following steps are performed in the order below for the gradebook to function properly:

  • Setup Standards Based Grades within Aeries (if applicable)
  • Create Gradebooks
    • Mass Add Gradebooks
    • Copy Gradebooks
    • Add Gradebooks Individually
  • Link Gradebooks if applicable
  • Verify and set Gradebook Options
  • Add Category Types
  • Add students to Gradebook
  • Add Assignments
  • Enter scores for students using one of the three different methods
    • Scores by Class
    • Scores by Student
    • Scores by Assignment
    • Quick Data Entry

To Access Teacher Portal

The Teacher Portal can be setup and accessed from any PC or tablet that has access to the Internet. The user must be setup by the System Administrator at the school district in order to have access to the files.

To access Teacher Portal, type the name of the user into the User Name field and press Tab. Type the password that has been assigned in the Password field. When the User Name and Password have been entered the Database and Year fields will be accessible. Select the Database and Year and click the mouse on the Login button.

Accessing Teacher Portal 03.png

The School field will now be accessible and the drop down will display the schools that the User Name has permissions to access. Click the mouse on the drop down arrow to the right of the School field and to select a school. Click the mouse on the Continue button.

Accessing Teacher Portal 01.png


NOTE: The log in page may look different than the above depending on your system configuration and school access.


To access the new Gradebook, click the mouse on the Gradebook node on the Navigation tree.

Accessing Teacher Portal 04.png




Gradebook

Dashboards

The Gradebook Dashboard page will display. There are three dashboard views available, Tiles, List and Table. The system will remember the last dashboard displayed and open to the same dashboard between sessions.

Dashboards 01.png


All three of the dashboard views display the most current gradebooks at the top of the page and the past gradebooks at the bottom.

The following information details the three views available.

Tiles Dashboard View

Below is an example of the Tiles dashboard. Tiles will display for all of the teachers gradebooks. The tiles are grouped and color coded based on the gradebook terms.

Dashboards 03.png

Click the mouse on the Details button to display more information. The Details view will allow the teacher to access the different pages available for the selected gradebook.

Dashboards 04.png

List Dashboard View

The List dashboard view will display the teachers gradebooks in list format and order them by Current, Future and Past Gradebooks. The List dashboard also groups and color codes based on the gradebook terms. The Current Gradebooks area will display all current gradebooks and will be expanded by default. Future and Past gradebooks will display but will be collapsed by default.

Note: The Tiles display will not have expand or collapse functionality.

Dashboards 05.png

The List dashboard also has a Details button that will display more information.

Table Dashboard View

The Table dashboard will display all the information for the teachers gradebooks on one page. The gradebooks are grouped by order of Current, Future and Past Gradebooks. The Current Gradebooks area will display all current gradebooks and will be expanded by default. Future and Past gradebooks will display but will be collapsed by default.

Dashboards 06.png

The gradebooks are grouped and color coded by gradebook terms on the dashboard views.

Color Term
Blue Year/2nd Quarter
Orange Fall/1st Quarter
Green Spring/3rd Quarter
Red Summer/4th Quarter

Several buttons are available at the top of the dashboard pages.

Dashboards 07.png
  • Add Gradebook – Opens the New Gradebook page to add individual gradebooks
  • Mass Add Gradebooks – Allows teachers to mass add gradebooks for all their classes
  • Add/Drop Students – Opens the Enter/Leave window to add and drop pending students
  • Link Gradebooks – Opens the Link Gradebook page
  • Copy Gradebooks – Allows teachers to copy gradebooks from other teachers and years.

A header will display on all pages within the new gradebook. The headers will display the school name in the center and the user name on the top right. The Aeries Web navigation tree is now hidden and a dropdown on the top left of the header is available for the teacher to navigate to other Aeries Web pages. A logout button is also available on the top right.

Dashboards 08.png

A sub header will display for easy navigation for the teacher within the gradebook.

Dashboards 02.png


The current gradebook will display on the left. A dropdown is available for teachers to select and move to another gradebook. An option to Add Gradebook is also available.

Dashboards 09.png


New Gradebook

There are several ways for a teacher to add new gradebooks. The following buttons are available on the dashboard page to add gradebooks.

New Gradebook & Mass Add Gradebook 02.png
  • Add Gradebook – allows adding gradebooks individually
  • Mass Add Gradebooks – ability to mass add gradebooks for all of the sections for the logged in teachers.

NOTE: Button will only display for Secondary or Elementary with MST schedule schools

  • Copy Gradebooks function – will allow you to copy gradebooks from another teacher or year.



Mass Add Gradebook

To mass add gradebooks for all or selected sections of the teacher, click the mouse on the Mass Add Gradebooks button. Gradebooks will be created for each section with the Course Title as the Gradebook Name. Gradebooks can be added for multiple terms. The Gradebook Name can be edited after using the Mass Add Gradebooks function.

The following page will display with the teachers assigned sections listed. Select or deselect the sections individually by clicking on the Select button. Click the mouse on the Remove button to deselect a section. Click the mouse on the Next button to continue.

New Gradebook & Mass Add Gradebook 03.png
New Gradebook & Mass Add Gradebook 04.png

Gradebook Terms

Gradebook Terms allows teachers to associate multiple terms with a single gradebook.  Teachers can now create one gradebook for the entire semester or school year and the terms selected will control the view of assignments to parents and students.   Gradebook Terms affects not only the view of assignments but also the calculation of the overall score and mark based on the assignment due dates.  If an assignment due date falls within the Gradebook Term Starting and Ending date that assignment will be calculated towards the overall score.

The following Select Terms window will display next. Select the applicable terms for the gradebook. The terms from the Schools Term table will display. Multiple terms can be selected. Ex: Fall and Spring terms can be selected as shown below.

New Gradebook & Mass Add Gradebook 01.png

The terms displayed are from the Term (TRM) table for the school. At least one term must be associated with the gradebook. When multiple terms are selected their date ranges cannot overlap.

Existing gradebooks can have their terms adjusted also. A gradebook with a term of Year can be changed to a Quarterly gradebook. The existing assignments will display and also the calculation of the overall score and mark based on the assignment due dates within the new term dates of Quarter 1, Quarter 2, Quarter 3 and Quarter 4.

NOTE: Gradebook terms affect the display of the gradebooks. This will allow teachers to create one gradebook and select multiple terms. The assignments will display based on the assignment due date and gradebook term dates.

Click the mouse on Create Gradebooks button to mass add Gradebooks. One gradebook for each section selected will be created.

New Gradebook & Mass Add Gradebook 05.png

The gradebooks can be edited after they are created in the Manage Gradebooks page.

ADD GRADEBOOKS INDIVIDUALLY

To create a new Gradebook individually, click the mouse on Add Gradebook button on the top of the dashboard page. The following page will display for a secondary and Elementary with MST schedule school.


The following displays on the New Gradebook page:

Info - The info message will display the teacher's Low and High grade range from the Teachers form.

Single Term – If selected, the gradebook will be given a term of Year and the Associated Terms selection box will no longer apply. The Term Description box can be used to add a user defined term name for the gradebook. This option should be used when grading terms do not match the terms defined for the school. This scenario could include Trimester Elective Wheels being used in a Semester School, Hexamester Schools or year-long sections that reset instruction and students at the semester.

New Gradebook & Mass Add Gradebook 06s.png

When this option is selected an additional option to "Close Gradebook" will become available at the bottom of the edit gradebook page.

Note: Changing the name of the term description will not change the gradebook's term of Year.

Gradebook Name - This Gradebook Will Be Named With The Pattern of 'Period - Name - Term'. Select a period, or select a section from the Sections area below and the course name, period and term will be populated for you.

Term Selection - The terms from the Schools Term table will display. Multiple terms can be selected. Ex: a Fall and Spring term can be selected as show below. One gradebook will be created for each section but if selecting multiple terms, they will display separately.

NOTE: Gradebook terms affect the display of the gradebooks. This will allow teachers to create one gradebook and select multiple terms. The assignments will display based on the assignment due date and gradebook term dates.

Sections - At least one section must be associated with this gradebook.

You can also associate multiple sections with this gradebook. This will allow you to see all students in those associated sections in this single gradebook. If you would rather keep your gradebooks separate BUT have all the assignments the same in each gradebook, then you want to link gradebooks and should not associate multiple sections with this gradebook.

Comments – comments can be entered for the gradebook.

Click the mouse on the Save button when complete.

After saving the new Gradebook information, if the Gradebook was set up as a Single Term Gradebook, an additional option will display at the bottom of the edit gradebook page.

Close Gradebook – When using the Single Term Gradebook option, If the Close Gradebook option is selected the gradebook will be closed and will move to the Past Terms gradebook area. This option allows teachers using a single term gradebook to be able to manually close a gradebook when a term they designed for is complete.

New Gradebook & Mass Add Gradebook 07.png

The following page will display in an Elementary school with no Master Schedule.

New Gradebook & Mass Add Gradebook 08.png

The following displays on the Edit Gradebook page:

Info: The info message will display the teacher's Low and High grade range from the Teachers form.

Single Term – If selected, the gradebook will be given a term of Year and the Associated Terms selection box will no longer apply. The Term Description box can be used to add a user defined term name for the gradebook. This option should be used when grading terms do not match the terms defined for the school. This scenario could include Trimester Elective Wheels being used in a Semester School, Hexamester Schools or year-long sections that reset instruction and students at the semester.

New Gradebook & Mass Add Gradebook 09.png

When this option is selected an additional option to "Close Gradebook" will become available at the bottom of the edit gradebook page.

Note: Changing the name of the term description will not change the gradebook's term of Year.

Gradebook Name – Enter the Gradebook name

Term Selection - The terms from the Schools Term table will display. Multiple terms can be selected. Ex: a Fall and Spring term can be selected as show below. One gradebook will be created for each section but if selecting multiple terms, they will display separately.

NOTE: Gradebook terms affect the display of the gradebooks. This will allow teachers to create one gradebook and select multiple terms. The assignments will display based on the assignment due date and gradebook term dates.

Comments – comments can be entered for the gradebook.

Click the mouse on the Save button when complete.

After saving the new Gradebook information, if the Gradebook was set up as a Single Term Gradebook, an additional option will display at the bottom of the edit gradebook page.

Close Gradebook – When using the Single Term Gradebook option, If the Close Gradebook option is selected the gradebook will be closed and will move to the Past Terms gradebook area. This option allows teachers using a single term gradebook to be able to manually close a gradebook when a term they designed for is complete.

New Gradebook & Mass Add Gradebook 10.png


Copy Gradebook

When adding a new gradebook, the ability to copy any other gradebook in the current year or last year is available. Final Marks, Category Types and Assignments can also be copied.

From the Dashboard page, click the mouse on the Copy Gradebook button.

Copy, Edit, Dele, and Link Gradebooks 02.png

The following page will display.

Copy, Edit, Dele, and Link Gradebooks 03.png

Select the Year and Teacher. Use the Year dropdown to select the Year. To select a Teacher, click the mouse on the Teacher. The teachers existing gradebooks will display below. Select the Gradebook to copy. Select the gradebook tables to copy and click on the Save button.

The Edit Gradebook page will display with the new Gradebook information defaulting from the copied gradebook. Change any of the applicable information for the new gradebook. For a secondary or Elementary with MST schedule school select the section to be associated with this gradebook.

Click on the Save button when complete.


Edit Gradebook

To edit an existing Gradebook, click the mouse on the Manage Gradebook button on the dashboard page. Below is an example from the Table dashboard.

Copy, Edit, Dele, and Link Gradebooks 04.png

The Manage Gradebook button window will display for the selected gradebook.

Existing gradebooks can have their terms adjusted also. A gradebook with a term of Year can be changed to a Quarterly gradebook. The existing assignments will display and also the calculation of the overall score and mark based on the assignment due dates within the new term dates of Quarter 1, Quarter 2, Quarter 3 and Quarter 4.

Copy, Edit, Dele, and Link Gradebooks 05s.png

The following warning message will display if multiple terms are selected and their date ranges are outside of Gradebook Option Display Assignments Range dates.

Copy, Edit, Dele, and Link Gradebooks 06s.png

Make any changes to the gradebook and click the mouse on the Save button.

Delete a Gradebook

To delete a gradebook, click the mouse on the Delete button at the top or at the bottom on the Edit Gradebook page.

Copy, Edit, Dele, and Link Gradebooks 07.png

Two confirmation messges will display. Click OK to both of the message to delete the gradebook. Click Cancel to cancel the gradebook delete.

Copy, Edit, Dele, and Link Gradebooks 01.png


NOTE: All assignments and student scores will also be deleted when deleting a gradebook. All Terms associated with the gradebooks will also be deleted. Use extreme caution when deleting a gradebook.


Link Gradebooks

Linking gradebooks is used in secondary or Elementary with MST schedule schools for teachers who teach multiple periods of the same subject.

The Link Gradebooks option will allow you to create a group of gradebooks. Using this option, any changes made to Category Types, Assignments, Final Marks and Rules in one gradebook in the group will also update all of the other gradebooks in the group with the same changes.

To link gradebooks, click the mouse on the Link Gradebook button on the top of the dashboard page.

Copy, Edit, Dele, and Link Gradebooks 08.png

The following screen will display with all gradebooks. The Group field will display on the left side of the screen with zeroes in the field. The zeroes indicate unlinked gradebooks.

Copy, Edit, Dele, and Link Gradebooks 09.png

IMPORTANT: Gradebooks must be linked when the gradebooks are created AND before Categories and Assignments are added. Gradebooks should not be linked after Assignments have been added.

To Link Gradebooks enter the same number in the Group field. For example, all gradebooks listed below with 1 entered in the Group field will be linked. The gradebook will move from the Ungrouped section to the Grouped section.

Copy, Edit, Dele, and Link Gradebooks 10.png

Linking gradebooks together will cause all Category Types and Assignments changes to apply to all gradebooks in a group.

'REMEMBER: When Linking gradebooks any change 'made to Category types or assignments will update ALL gradebooks that are linked.



Add Gradebook Assignments

Conversion in progress. PDF contains all up to date information.




File Upload Process

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Entering Student Scores

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Gradebook Reports

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Backups

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Grade Reporting

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