Using Online Grades with Gradekeeper

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Contents

[edit] Section One -- Preparing Gradekeeper for Online Grades

The first step to using Online Grades is to provide Gradekeeper with the necessary information about your classes so that the Online Grades software is able to display them online. Some of the information you will provide is critical to the proper operation of Online Grades, so you want to make sure you correctly complete this portion of the setup. These steps will only be required when you initially set up your classes in Gradekeeper. After that you will simply be able to export and upload your grades. The screen shots in this manual are from the Windows version of Gradekeeper 6.0 If you are running the Macintosh version your screens will look slightly different due to the different styling applied to the Macintosh version. All functionality is still the same.


Before proceeding, make certain that you have your Online Grades username and password (these should have been provided to you by your Online Grades administrator).


Open your Gradekeeper grade book. We are assuming that you have already entered your students (if you have not you should do that portion now). Make sure you enter a Student ID for each student, as supplied by your school. While the way the student’s name is spelled is not critical (it is for your use only), the Student ID is part of what is exported to the Online Grades system. To display students ID, from the top drop-down menus at the top of the program, choose the "Gradebook" menu and then select "Show Name and ID".

Image:Faculty_gradekeeper_showid.jpg


You probably already completed the following information. It not, please do it now.

Image:Faculty_gradekeeper_course.jpg

The first field "school" will be not transfered to Online Grades.
The second field "subject" will be transfered to Online Grades. - REQUIRED
The third field "teacher" will be transfered to Online Grades. - REQUIRED


When you will be ready to export your grades for the first time:

From the top drop-down menus at the top of the program, choose the "File" menu and then select "Export to Online Grades...".

Image:Faculty_gradekeeper_export.jpg


A dialog box will appear that will look similar to the following screen shot.

Image:Faculty_gradekeeper_labels.jpg


Complete these four fields according to these instructions:

[edit] Field
[edit] Comments

Online Grades Course Code
[REQUIRED]

This field should contain a course-code that identifies the class and is one of the most critical fields to enter. You must be certain that the information in this field is accurate, as it is when inserting the grades into Online Grades. The course code must not have any spaces . The value in this field, combined with the section number (which you will insert in a moment) must be different than the values used by any other teachers in your school. Your course code and your section number will usually be provided to you to prevent duplication.

Online Grades Course Section
[REQUIRED]

This is a critical field and must be entered accurately. This is typically a 2-digit code (such as 03) that is used to identify the different sections of similar classes. If a single digit is used, a zero will automatically be added to the left of the digit to force 2-digit values.

Online Grades Username
[REQUIRED]

This is your Online Grades ID given to you by your administrator.

Online Grades Password
[REQUIRED]

This is your password, also given to you by the administrator.
Note: Gradekeeper will NOT save your password. You will have to enter it in this field every time you export your grades. The other fields' information will be saved.


Once you hit the "OK" button you will be asked where you would like to save the file. Save it somewhere that you can easily find it. It is suggested either on your Desktop, or in your "My Documents" folder.


Note: If you teach several classes, since they are saved in different Gradekeeper files, you will have to follow the same procedure for all of your classes.


[edit] Section Two -- Uploading Your Grades to Online Grades

After you've created your export file(s), you'll need to upload them to Online Grades. Follow the steps below:

  1. Log into the faculty section of Online Grades using your username and password. This is the same user name and password that you entered earlier into your grade book file.
  2. Click the link titled "Submit File".
  3. A page will appear with a section titled "Locate your export file..."
    1. Image:Og_submit_file.jpg
  4. Click the "Browse" button.
  5. A dialog box will appear asking you to locate your EGP export file. Locate the file and click OK or “Open”.
    1. Image:Find_file.jpg
  6. The filename (and path) will appear in the box next to the Browse button.
    1. Image:Og_submit_file_2.jpg
  7. Click the "Submit File to Online Grades" button.
  8. If everything goes well you should receive a notice indicating that your grades were updated. If you encountered errors, please try to correct them or contact your local Online Grades administrator.

Image:Og_export_results.jpg

Any invalid student IDs (such as those containing letters) will be converted to a student ID of 0. Look carefully through the grade confirmation table to make sure that you don't see any zeros or other error messages. You will need to scroll all the way to the bottom of the page.

Most often, errors will occur because of missing information in the Chart --> Records --> Classes section of Easy Grade Pro. Please review section one of this document for more details if you need to double-check your setup.

You can review the uploaded classes by clicking the "Show Current Classes". Make sure there are not any duplicates, and if so, delete them.

Image:Og_show_classes.jpg

[edit] Section Three -- Obtaining Student Passwords

Note: Your Online Grades administrator may have disabled this feature for your site.

Once you've submitted grades to Online Grades, you can obtain passwords so that students can access their own grades.

  1. Log into the faculty section of Online Grades using your user name and password.
  2. Click the "Show Current Classes" link. A list of your classes should appear:
    1. Image:Og_show_classes.jpg
  3. Click the "Students" button to obtain a list of passwords for a particular class.
    1. Image:Og_passwords.jpg
  4. Click the “Obtain Importable List of Passwords” link to bring up a list of just the student ids and passwords. Print this page, cut it up, and hand the slips out to your students. (Make sure your school policy allows for this!)
    1. Image:Og_password_res.jpg


[edit] Section Four -- Leaving Notes Class Notes

Starting with version 3.2.0 teachers are able to post class information (memos) on a per-class basis. Previously this information could only be posted on a per teacher basis.

The class memos are accessible from the main class display screen by clicking on the “Memo” button for each class:

Image:Og_show_classes.jpg

You can edit your class memo, including inserting basic HTML. If your grade book program supports it, the class memos can be exported with your grade export information and automatically inserted into Online Grades. If this is the case you will not want to make changes to your class memos via the web interface since any changes you make will be overwritten the next time you upload grades from your grade book software.

Image:Og_memo_maker.jpg

Once you have saved your class memo it is displayed the same way it will be to a student or parent. You can go back and make further edits if needed.

Image:Og_memo.jpg

[edit] Personal Notes

  1. Log into the faculty section of Online Grades using your username and password.
  2. Click the "Show Current Classes" link to bring up your list of classes:
    1. Image:Og_show_classes.jpg
  3. Click on the class name link to pull up a list of students in your class and click on the “Private Notes” button to add a private note.
    1. Image:Og_passwords2.jpg
  4. Type your personal note here or use the "Quick Notes" links below to insert commonly used phrases:
    1. EAE = Excellent attitude and effort.
    2. EWH = Excellent work habits.
    3. WII = Work is improving.
    4. WNI = Work habits need improving.
    5. FOT = Frequently off task.
    6. FDR = Frequently disrespectful.
    7. LOE = Lack of effort.
    8. FNM = Forgets needed materials.
    9. FAD = Frequently a disturbance.
    10. MIA = Missing or incomplete assignments.
    11. PAT = Poor attendance or tardiness.
      1. Image:Og_priv_notes.jpg
  5. Click "Submit" to save your note.
  6. If you wish to clear your note hit the "Clear Note" checkbox and then the "Submit" button. It is not necessary to remove all the text out of the note box when using the clear note checkbox.
  7. Some grade book software allows for inserting these free text comments from inside the grade book software. If the software you use allows this you will not want to make any changes in the web interface since those changes will be overwritten the next time you upload your grades.


[edit] Section Five -- Setting Preferences

Note: Your Online Grades administrator may have disabled this feature for your site.

If available, click on the "Change Personal Info" link. You will be able to change your Full Name, user name, email address, and password via this form:

Image:Change_personal_info.jpg

[edit] Section Six – Feedback

If you have any feedback on this manual or the Online Grades software, our web site is http://www.OnlineGrades.org. Comments and suggestions are welcome!

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