GENESIS GRADEBOOK: and PROGRESS REPORTS IN THE GRADEBOOK

Transcription

1 GENESIS GRADEBOOK: and PROGRESS REPORTS IN THE GRADEBOOK I. Introduction to in the Gradebook II. Sending Individual Progress Reports: The Contacts Screen III. Configuring Progress Reports: Profiles Reports IV. Lists September 18, 2008 Page 1 of 15

2 I. There are two distinct types of. It is possible to send individual progress reports to one or more contacts for a single student, and it is possible to configure distribution lists that include set of contacts for more than a single student and send progress reports to that list en masse. The different types of are originated in radically different locations in the Gradebook: The individual s are sent from each student s Contacts screen. This is the Gradebook Gradebook[Student Summary] Contacts screen that is located, with a student s other personalized Gradebook screens, beneath the spreadsheet. The Distribution lists are accessed, configured and used via the Gradebook Setup Lists tab. Addresses in the Gradebook Students in the Gradebook can have as many as three internal (school employee) contacts and an unlimited number of student contacts. Because of this there is no simple single click ability to send to all contacts for a class. Such a single click/all contact transmission would often if not always be inappropriate. A full featured List capability has been added to make it possible for teachers to create and use various different distribution lists. Distribution lists have characteristics that are independent of a single class (e.g. Send to all Guidance Counselors ). They can also be highly customized for an individual class ( send to these 15 contacts only ). In addition, a user can always override the set of address in a list when the list is used to send Progress Reports: individual addresses can be included an excluded at the time the list is used. Robust Feature Set The distribution list and individual capabilities in the Genesis Gradebook represent a robust set of capabilities. can be sent with Progress Reports to parents, guidance counselors, case managers and vice principals at any time and as often as necessary. Additionally, using the List capability, without progress reports attached can be sent via your system s default client (e.g. MS Outlook). Genesis Gradebook brings up the client Compose Message screen with all list addresses included on the BCC line. September 18, 2008 Page 2 of 15

3 II. Sending Individual Progress Reports: The Contacts Screen Sending to Students/Parents/Others Sending Individual Figure 1 The Gradebook Gradebook[Student Summary] Contacts screen A progress report (shown on the next page) is attached to each message sent. It is not possible to send an from the Gradebook without the enclosed progress report. The progress reports are generated by the options set on the Profile Reports screen. Procedure to Send to One or More Students Individually 1. Navigate to the Gradebook Gradebook spreadsheet screen for the course in which you wish to create Assignments. 2. Click on a student s highlighted name. This brings you to the student s Gradebook Gradebook[Student Summary] Assignments screen. 3. Click on the Contacts tab to move to the Gradebook Gradebook[Student Summary] Contacts screen. This screen, described below, lists all known contacts for the student: guidance counselors, case managers, vice principals, parents/guardians and possibly the student themselves. 4. Check the check boxes for the contacts you wish the message sent to. 5. Optionally check the Send copy of message to me checkbox. 6. Select the Marking Period for the enclosed progress report. It is not possible to send without an enclosed progress report. 7. Enter a message Subject. 8. Enter Message text. 9. Click to send the message. 10. Optionally, select another student from the student navigation controls at the upper right and go to Step 4 to send the same message to this additional student. Note that the contents of the Subject and Message text fields are preserved when you change to a new student. September 18, 2008 Page 3 of 15

4 Subject and Message are preserved. They remain until you change them. Figure 2 View of the Student Contacts Screen displaying the Progress Report in the Lower Right Quadrant The List of Student Contacts The list of student contacts always contains all available destinations for the selected student. The addresses are divided into two categories: School Contacts Internal (i.e. school district) personnel involved with this student in the school Student Contacts External addresses linked to this student s record. The School Contacts List Up to four contacts will be displayed, if they are setup, on the School Contacts set of addresses: 1. The student s guidance counselor, if the student has one and their address is on file in Genesis. 2. The student s case manager, if the student has one and their address is on file in Genesis. 3. The student s vice principal, if the student has one and their address is on file in Genesis. 4. The school principal, if their address is on file in Genesis. Teachers cannot control this list. If the addresses and students have appropriate administrators assigned, the addresses will automatically appear here. The Student Contacts List An unlimited number of addresses can appear in the Student Contacts portion of the list. Theses contacts come from 2 places, one of which is under teacher s control: September 18, 2008 Page 4 of 15

5 1. The student s legal residence information. All addresses that appear as contacts linked to the student s Legal Residence address automatically appear in the list of Student Contacts. 2. The Student appears if you have configured it in your Gradebook, on the student s Student Info screen (see Section below). The Student is the only address under your direct control. Figure 3 The Student Info screen for the Student in Gradebook Procedure to Enter an Address for a Student in your Gradebook 1. Navigate to the Gradebook Gradebook spreadsheet screen 2. Click on a student s highlighted name. This brings you to the student s Gradebook Gradebook[Student Summary] Assignments screen. 3. Click on the Contacts tab to move to the Gradebook Gradebook[Student Summary] Student Info screen. This screen lists specific information for the student in your Gradebook and includes an field. 4. Locate field (about ½ way down the screen). 5. Enter the address you have for this student or the student s parents/guardians. 6. Click the Save button. The address will now appear on the student s Contacts screen as the Student . September 18, 2008 Page 5 of 15

6 III. Configuring Progress Reports: The Profile Reports Screen Figure 4 Gradebook Profiles contain a Reports screen where options for the Progress Reports can be specified The Progress Report Options The format of the progress reports ed via the student s Contacts screen are controlled by the Reports screen in the Profile linked to the class. The Reports screen includes the following options for the progress reports: Only show Graded Assignments If this is set to Yes, only Assignments that have been graded for the student will be included in the progress report. If this is set to No, all Assignments, graded and ungraded will be included. Show Teacher Signature Line If this is set to Yes, the teacher s signature (as it appears in the teacher s User Profile) will be inserted into the progress reports. Show Parent Signature Line If this is set to Yes, a blank line will be provided where the parent can sign so that the report can be returned to the teacher as an indication that the parent has seen it. Show Category Averages If this is set to Yes, the student s averages for each Assignment category (e.g. Homework) will be included in the reports. If this is set to No, the Category averages will be suppressed and not appear in the reports. Show Class Averages If this is set to Yes, class averages for each Assignment category (e.g. Homework) will be included in the reports. If this is set to No, the class averages will be suppressed and not appear in the reports. Round Averages to Two Decimal Places This should always be set to Yes. If it is set to No averages will be calculated out to 10 decimal places. September 18, 2008 Page 6 of 15

7 Report options apply to the Progress Reports you can parents, students, Guidance Counselors, Case Managers and Vice Principals. Procedure to Set Report Options To set your Report options: 1. Navigate to the Gradebook Profiles List screen. 2. Locate the Profile you wish to edit and click on the P icon button. 3. Click the Reports tab. This brings up the Gradebook Profiles Reports screen. 4. Select your choices for each of the Report options: a. Only Show Graded Assignments: Yes or No b. Show Teacher Signature Line: Yes or No c. Show Parent Signature Line: Yes or No d. Show Category Averages: Yes or No e. Show Class Averages: Yes or No f. Round Averages to Two Decimal Places: Yes or No (always answer yes ) 5. Click Save to save your choices. September 18, 2008 Page 7 of 15

8 IV. Lists List Overview One Click Because there can be so many available addresses for a student in Genesis, there is no simple one click to all students in the class without some configuration required. The reason is that it is necessary to ensure you are not sending to addresses to which it should not go. Figure 5 Sample Student Contact List with Multiple Internal and Extrnal available Addresses The mechanism that simplifies the sending of to students contacts is the Genesis List capability. lists in Genesis can be configured for a wide variety of purposes and are extensively configurable. Same List, Different Class The same list can be used for different classes. For example, you can set up a Case Managers list and use it for all your classes: the list of recipients will be different for each class. September 18, 2008 Page 8 of 15

9 That is, lists are not linked to each class exclusively: they are configured differently for each class they are used for. This is a bit subtle. Customizing a list for one class does not change it for another class. Types of Addresses As discussed above in Section II on the Contacts screen, there are different types of addresses available for a student: a. Counselors The student s guidance counselor. b. Case Managers The student s case manager. c. Vice Principals The student s Vice Principal. d. LR Contacts (all addresses on the students LR address records) e. Gradebook specified by each teacher directly in the Gradebook. Lists can be configured in a variety of ways: For one particular kind of (e.g. only for Case Managers) For a combination of types (e.g. Case Managers and Guidance Counselors, or LR contacts and Guidance Counselors). Many combinations are possible. For a customized set of addresses There is no limit to the number of lists you can create and no limit to the customizations that can be made to the list of addresses in a list. As noted above, the same list can be configured differently for each of your classes. September 18, 2008 Page 9 of 15

10 Create a List Procedure to Create a new List 1. Navigate to the Gradebook Setup LIsts screen. 2. Locate the create list fields at the bottom of the screen. 3. Enter a name for the list in the List Name field 4. Select the types of addresses to include: a. Counselors Include the students guidance counselor s (if they are on file). b. Case Managers Include students case manager s (if they are on file). c. Vice Principals Include students assigned Vice Principal s s (if they are on file). d. LR Contacts (all addresses on the students LR address records) e. Gradebook (from your Student Info screens) 5. Click the Add List button. This adds the new list to the screen. Modify the Name and Recipient Types of a List Procedure to Modify an List 1. Navigate to the Gradebook Setup Lists screen. 2. Locate the list you wish to modify. 3. Update the list name, if desired. 4. Update the types of addresses to include: a. Counselors Include the students guidance counselor s (if they are on file). b. Case Managers Include students case manager s (if they are on file). c. Vice Principals Include students assigned Vice Principal s s (if they are on file). d. LR Contacts (all addresses on the students LR address records) e. Gradebook (from your Student Info screens) 5. Click the button. This updates the list. To modify the actual set of recipients a list includes, click the Customizing Contacts for a List procedure below. View Contacts icon and use the September 18, 2008 Page 10 of 15

11 Viewing the Addresses Included in a List for One Class Procedure to View the Addresses Currently Included in a List 1. Navigate to the Gradebook Setup Lists screen. 2. Locate the list you wish to view contacts for: 3. Click the View Contacts icon. This brings up the View Contacts screen with the set of Contacts the list currently includes: Figure 6 The Gradebook Setup Lists View Contacts screen Customizing the Addresses Included in a List (for One Class) Figure 7 Configuring a List for a Specific Class The icon and number indicates how many other contacts are available for the corresponding student (in addition to the contacts already included in the current list). The tool tip for the icon specifies it is to be used to add contacts:. When the icon is clicked, the additional contacts are displayed and can be included in the list: September 18, 2008 Page 11 of 15

12 Procedure to Add Contacts to a List for One Student 1. Navigate to the Gradebook Setup Lists screen. 2. Locate the list you wish to view contacts for: 3. Click the View Contacts icon. This brings up the View Contacts screen with the set of Contacts the list currently includes. 4. Locate the (icon plus count) icon corresponding to a student whose contacts you wish to examine and possibly add to the list: 5. Check the checkboxes corresponding to the contacts you wish to add to the list. 6. Click to add the checked contacts to the list or to close the dialog box without selecting any contacts. Procedure to Restore a List to Only the Default Contacts The Default Contacts of a list are those and only those selected by the checked Recipient Type checkboxes (Counselors, Case Managers, Vice Principals, LR Contacts and GB Addresses). 1. Navigate to the Gradebook Setup Lists screen. 2. Locate the list you wish to view contacts for: 3. Click the View Contacts icon. This brings up the View Contacts screen with the set of Contacts the list currently includes: 4. Click the label. This will restore the list to its original set of contacts. CAUTION: there is no undo for this operation. September 18, 2008 Page 12 of 15

13 Send to a List There are two ways to send s using the Gradebook distribution lists: With Gradebook Progress Reports attached this is done via Genesis Without Gradebook Progress Reports attached this is done via the mailer program on your personal computer (e.g. MS Outlook). Procedure Send only to a List 1. Navigate to the Gradebook Setup LIsts screen. 2. Locate the list you wish to use and click the corresponding View Contacts icon. 3. This brings up the Gradebook Setup Lists View Contacts screen. 4. Click the label found at lower left. This will bring up your native program (e.g. MS Outlook) at a Compose Message screen. All of the recipients will be included on the BCC line. Genesis is not itself an program. All s except those that include a progress report will be handed off to the default mailer for your system. September 18, 2008 Page 13 of 15

14 Procedure Send and Progress Reports to a List 1. Navigate to the Gradebook Setup LIsts screen. 2. Locate the list you wish to use and click the corresponding View Contacts icon. 3. This brings up the Gradebook Setup Lists View Contacts screen. 4. Check the checkboxes corresponding to the contacts you wish to send reports to. 5. Click the button in the lower right hand corner of the screen. This creates the progress reports for each contact and displays the Progress Report screen: 6. Click to send all the progress reports to their intended recipients. September 18, 2008 Page 14 of 15

15 Issues: If no contacts were checked, a message appears: To fix this and check some recipients, make sure one or more of the checkboxes are checked: The checkbox in the header (to the left of the words Contact Type ) toggles all the checkboxes in the list. Examining the List and Previewing the Reports: To examine each student and verify that only the correct set of addresses are included, you can step through each progress report. To do this, use the Preview Student drop down: and select a the student whose report or addresses you wish to preview. Subject and Message: Note that the same address and message will be sent to every student included in a single transmission. To send a different message to some students than to others you must make two (or more) separate transmissions. All students in a single transmission are sent the message and subject line. Marking Period Progress Report to Include: Note that the same marking period s progress report will be sent to every student included in a single transmission. To send a different marking period s progress report to some students than to others you must make two (or more) separate transmissions. All students in a single transmission are sent the same marking period s report. However, you can select which marking period s report at any time before clicking send. You do not have to accept the default which appeared following the pressing of. Delete a List Procedure to Delete an List 1. Navigate to the Gradebook Setup LIsts screen. 2. Locate the list you wish to remove and click the corresponding delete icon. September 18, 2008 Page 15 of 15