This lesson will guide you through explaining the report card entry process for teachers: Report Card Entry by Student, Report Card Entry by Field or Field Group, and Printing Report Cards.
Use this as a guide to facilitate the training in a computer lab. Show the videos before users log in or view one video at a time so users can follow along.
Before You Get Started
- For Gradebook users, it is highly recommended that users have completed U505 Getting Gradebooks Report Card Ready prior to conducting this lesson.
- Users need to be shared appropriate report cards and field groups in order to successfully conduct entry on affiliated students.
- System Administrators or Illuminate Admin Team should have all report card requirements complete in order for entry and printing to occur.
Report Card Entry by Student
Report Card Viewer Screen
Navigation: Grades > Under Report Cards, select Entry > Find and select appropriate Students > Select Grading Period and available Report Card > Select Load
- In the student list, selecting the Printer icon will generate a Report Card PDF as is at the time of downloading for that individual student
- In the student list, selecting the Student Name or ID will direct you to the Student Entry page, focusing on Report Card information for that individual student
- If another user is currently entering report card information on the student selecting, the user will not be able to continue with the entry process and will be prompted that the student is currently unavailable
After selecting the student, the Report Card View page allows you to:
- Select (1) and Load (2) a new student
- Print (3) a copy of the report card thus far
- Save (4) changes when they have been made
- If additional pages for entry are available, select the Page (5) thumbnails
- Any fields of data entered in previous grading periods will be shown but unable to be edited (6)
- Fields of data for the current grading period (7) will be shown and highlighted in green, displaying a pop-up window of what is allowed to be entered.
- Areas that are blank or do not have a field to select (8) indicate the Report Card Administrator has not created or shared those fields to be available.
- As you make changes, data entered saves along the way
Field Entry Screen
After selecting a Student, the Student Entry page allows you to:
- Change (1) and Load (2) students as needed to enter data for
- Print (3) a Report Card at any time for the student selected
- By default all available fields for data entry will display on the entry page, with the option to Jump to (4) a particular Field Group
- Fields marked with an * or asterisk (5) indicates that it is a required field and information is required to be entered in order to save and print as expected; Contact your Report Card Creator or System Administrator if there any questions
- Fields marked with an ? or question icon (not displayed) communicates the desired or allowed entry values for that field
- Some fields have a predefined set or list of values (6) for users to choose from as setup by the Report Card Creators or System Administrators
- Always Save (7) changes made during the entry process
- Switch to the Report Card Viewer (8) entry screen
If Report Cards are not available to begin entry:
- Confirm that the selected students match that of the appropriate Report Card (For example: I am selecting First Grade students and can only select a First Grade Report Card)
- Contact your Report Card Creator or System Administrator to verify both the Report Card and Field Groups have been shared to the user
For more information, visit the Enter Report Card Grades lesson in our Grades manual.
Report Card Entry by Field or Field Group
Navigation: Grades > Under Report Cards, select Entry > Find and select appropriate Students > Select Grading Period and available Report Card > Select Load
- In the Field list, selecting the Field Group or Field Name will direct you to the selected Field Group page, focusing on Report Card information for that for all selected students
- If another user is currently entering report card information on the student selecting, the user will not be able to continue with the entry process and will be prompted that the student is currently unavailable
After selecting a Field Group or Field, the entry page allows you to:
- Change (1) and Load (2) students as needed to enter data for
- Print icon (3) a Report Card at any time for the student selected
- The selected Field Group and all fields will display for all students selected
- Selecting the Student Name (4) will take you to that individual student's entry page
- Select Score Breakdown (5) to view how scores and information are calculated from various data points in the system for that student
- Fields marked with an ? or question icon (6) communicates the desired or allowed entry values for that field
- Fields marked with an * or asterisk (7) indicates that it is a required field and information is required to be entered in order to save and print as expected; Contact your Report Card Creator or System Administrator if there any questions
- Some fields have a predefined set or list of values (8) for users to choose from as setup by the Report Card Creators or System Administrators
- Use Filldown (9) to filldown a specific value for all students or those with blank fields
- Always Save (10) changes made during the entry process
If Report Cards are not available to begin entry:
- Confirm that the selected students match that of the appropriate Report Card (For example: I am selecting First Grade students and can only select a First Grade Report Card)
- Contact your Report Card Creator or System Administrator to verify both the Report Card and Field Groups have been shared to the user
For more information, visit the Enter Report Card Grades lesson in our Grades manual.
Printing Report Cards
Navigation: Grades > Under Report Cards, select Print and Printing History > Find and select appropriate Students > Select Grading Period, available Report Card, Section/Course of students, and Student Status > Select Select Students
- Student Status (1) provides the ability to print report cards for current, inactive, or all students when necessary
- By default all Students Selected (2) will print the English version available of the report card when Print (5) is chosen
- A student list displays the correspondence language assigned which can be individually downloaded (3) for printing by individual student
- To print a class set via Correspondence Language, use Language Print (4) dropdown to print by Correspondance or other available languages
- Printing (5) tells the system to generate the report cards for selected students and when available select Download (6) to retrieve the file
- Reprint (6) is best for when changes to student data has been made, but the student set to print for is the same and there is a need to refresh the data
If Report Cards are not available for Printing:
- Report Cards in other languages is part fo the Report Card Creation process and if not setup by the System Administrator or Report Card Creator, they will not generate and be available
- Contact your Report Card Creator or System Administrator in regards to available report cards in other languages
For more information, visit the Printing Report Cards lesson in our Grades manual.
Additional Resources
Need to Get Your Gradebooks Ready? Check out our U505 Getting Your Gradebook Report Card Ready lesson in Illuminate U!
What to learn more about the Report Card Setup Process? Check out our Report Card Glossary in the Grades manual.