This lesson shows how to best utilize the Missing Grades report, to find grades missing from Secondary Grade posting. This report can be run in a teacher-list or student-list fashion, quickly directing those who audit to change or adjust grades as necessary.
Use this report prior to the grading period closing in order to contact teachers to get grades posted!
The goal of this report is to provide an audit of "missing grades." Sections where teachers published all grades for all students that were rostered to their sections within the selected grading period will not show on the report as they aren't missing grades. However, sections where teachers have NOT published all grades will show on the report.
Where to Start
1. Go to Grades > Missing Grades.
3. This report will run more efficiently by site.
4. Select the Session, or academic year to search for grades from.
5. Click Submit to begin.
This report will only show missing grades for secondary sites and grades.
6. Choose the Grading Period to search for grades from.
7. By default, all teachers will be highlighted. Use CTRL or CMD to select various teacher's to search missing grades from.
8. by default, all courses will be highlighted. Use CTRL or CMD to select various course to search missing grades from.
9. Rostering options are available depending on the results you wish to retrieve.
10. Report Type provides options to generate a report by Teacher or by Student.
11. Once ready, select Submit to generate results for missing grades.
|Roster Option||How Can It Help Me?|
Students Rostered during the grading period
Default This option will generate a report containing students rostered during the grading period previously selected If they were rostered after or before the grading period selected, they will not be included in the results.
If using this option, there is no need to select a From Date or To Date. It will follow the previously selected grading period.
|Students Rostered on a Date (From Date)||This option will generate a report containing students rostered from a specific date such as the first day of school or after count day. Any students rostered before the From Date will NOT be included in the results.
If using this option, you must select a From Date in order for the results to generate.
|Students Rostered within a Date Range (From Date - To Date)||This option will generate a report containing rostered between a window of dates provided, both from (start) and to (end) dates. Any students rostered before or after the provided dates will NOT be included in the results.
If using this option, you must select a From Date AND To Date in order for the results to generate.
The report results can come back in two forms: by Teachers/Courses, or by Students/Courses. Depending on how you wish to audit or check for missing grades, each report allows you to efficiently troubleshoot and audit missing grades.
When generating the report by Teacher, a list of Teacher Names, by Courses and Sections will appear.
1. Search criteria shows above the results.
2. The Section ID is tied to the Course of which grades are posted during the teacher's posting grade process.
3. Teacher Name is listed for each section and course they have rostered students to.
4. Course Name that belongs to the Teacher.
5. Period of which the Teacher gives instruction to students for the Course and Section.
6. Published is part of the grades posting process and if the teacher published grades for students in the Course and Section. Published is when they are locked and sent, as opposed to saved and in draft prior to publishing.
7. Saved Grades is how many student grades were Saved in the posting process, but not published.
Save vs. Publish For teachers, there is a two-step process when it comes to posting grades. Depending on the grading period, teachers can begin confirming final grades, add comments, citizenship and workhabits, but Save their grades along the way. As a final step, Teachers are to Publish final grades, when completely finished. This then sends the final grades to Secondary Report Cards and/or Transcripts, depending on the grading period they are posting for.
It is common to see a Teacher Save but not Publish. Make sure to include such steps in Gradebook Training and Support!
8. To Edit Grades by Section, select the Section ID Number for a specific Teacher.
For more efficient auditing, use CTRL or CMD to open a new tab when selecting the Section ID. This will allow you to keep the report intact in one tab, while troubleshooting in another.
This quick link will direct you to the Grades > Edit Grades by Section tool. Only those with permission can access and change information on this page.
1. Teacher, Course and Section Information will be available on the header of the student list, and indicate a NO or YES if published.
2. Notice the Student Name and ID are able to be selected to direct you to the Edit Grades by Student Page, if and when necessary.
3. Select Grade of which the student should be receiving, if there is not already a value there. If a value is there, that is either or default value or a previously saved value.
When ready, you have various options to submit or post final grades:
4. Save to save changes made, keeping you on this page for further editing.
5. Save and Return, to save changes and return to the Missing Grades Report (which will make you conduct the report again)
6. Publish all the grades, to publish all the grades to the grading period, which will record to the student and print on appropriate report cards and/or transcripts depending on the grading period.
Notice at the bottom of the screen, a legend of all available Grade Marks is listed along with their credits if applicable. If you notice any discrepancies, these can be changed in the Grades Mark List.
Illuminate Best Practice Tip: Illuminate recommends Save then Publish. Save and Return returns the user back to report and start over, which is not always the most appropriate workflow when auditing for missing grades.
When generating the report by Students, a list of Section IDs listed by Student, Teacher, and Course will appear.
1. Search criteria shows above the results.
2. The Student Name is displayed for the student missing a grade.
3. The Section ID is tied to the Course of which grades are posted during the teacher's posting grade process.
4. Teacher Name is listed for each section and course they have rostered students to.
5. Course Name that belongs to the Teacher.
6. Period of which the Teacher gives instruction to students for the Course and Section.
Edit Student's Grade
Clicking on the Student Name will take you directly to the grade that has not been published. This follows the same workflow as going to Grades > Edit Grades by Student > selecting the grade mark (or "none" if there is no grade).
1. Select the Grade mark for the course
2. Select the Citizenship Grade mark
3. Select the Work Habit Grade mark
4. Enter Credits Received and Credits Attempted
5. Indicate whether or not the grade is a Repeat grade (this is more relevant for transcripts)
6. Select any Comments for the Grade
7. Verify the Grading Period
8. Verify whether this is a Final Grade or progress grade (final grades appear on transcripts)
9. Verify whether or not this grade has been Published (if you are pulling from Missing Grades, this will reflect as "no")
10. Click "Save"
Note: Saving a grade from the Edit Student's Grade page will not publish the grade. Publishing can only be done at a section/full class roster level either from a teacher's gradebook or from Grades > Edit Grades by Section. Missing Grades is auditing whether or not grades have been "published."
Saving a grade here will show the grade mark for the course on the Edit Grades by Student page and will push to secondary report cards, but not to transcripts. Grades need to be published in order to push to transcripts and count towards GPA.
Please see our help document on Edit/Delete Student Grades After Publishing as needed.