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EGP User Manual

1. In Easy Grade Pro a class is an entity within a single term only the calendar that you set up should reflect this If you use Easy Grade Pro s Term options to com bine student data across terms you will be able to obtain attendance totals for multiple terms This is explained in Chapter 10 Working with Terms To edit calendar options 1 Open the Class Options window to the Calendar view 2 Set the days of the week that the class meets If your class meets on varying 40 CHAPTER Setting Options days be sure to select any day that the class might meet Once you begin recording student attendance marks the days of the week cannot be changed 3 Set the first day of the term by clicking on the date in the first calendar Once you begin recording attendance marks the first day of the term can t be changed 4 Set the last day of the term and the no school days on the other calendars These can be changed at any time Class Options Seat Format Ifyou plan to use the seating chart for a class you can set the size shape name format and attendance formats forall of the seats in the Class Options window Additional options such as color and rotation can be set for individual seats but must be set in the actual seating chart C Ts fms esos see nr ato fea Tom eo ee format
2. Pee CM alto terri To A icona a as n 78 CHAPTER Using the Other Charts To use the attendance chart Attendance and calendar options must be set before using the attendance chart Color options may also be set for your attendance categories Refer to Chapter 4 Setting Options for help with this Each column of the chart represents a single date in the calendar for the class Column numbers indicate the day numbers into the term No school days are grayed and cannot be selected To filter the dates displayed in the chart use the menu to the left of the first column number You can choose between showing all days the current day current week current month or a selected range of dates If the current day week or month is selected the actual dates will automatically change at the right times To quickly hide all dates but one click on the date When only one date is visible use the horizontal scroll bar to scroll through all dates while keeping only a single date visible at a time To return to the normal view click the date again To resize the space for the date titles press and drag the thick horizontal line below the titles up or down Be sure to display the attendance codes on the tool bar or tool palette This lets you know what marks can be typed and allows you to enter marks by clicking To display these codes
3. Mie the farine tse 2tnes fr name ihe names v acis Attendance Format Qvae M on scroen attendance O Paper attendance oo To edit seat options 1 Open the Class Options window to the Seat view 2 To change the shape drag the box in the lower right corner of the sample seat 3 To change the name and attendance formats of the seats use the buttons and menus on the right To set options for individual seats 1 Choose Seating from the Chart menu 2 Double click on a seat to open the seat s format window 3 Change the rotation color and locked status as desired Locking a seat prevents the seat from being moved or being affected by sorting CHAPTER 4 Setting Options 41 Class Options Color Color options allow you to set the background and grid colors used in a class to make it easier to identify the class You can also color code scores and attendance marks to emphasize certain ones Score and attendance colors can be turned on and off using the Show Colors tool Bi and using the Show Colors item in the View menu Yeni ni s pn ec Ci To edit color optio 1 Open the Class Options window to the Color view 2 Use the Grid Color and Background Color buttons to open a window where you can choose new colors 3 Use the Score Colors and Attendance Colors tabs to switch between setting colors for the score chart and for the attendance chart Yo
4. m F eran peres ne a a So Other Reports Class Notes and Student Notes The class notes and student notes reports allow you to print the notes in the Class Notes and Student Notes views of the Summaries window Optionally the student notes report can include the notes found in the Score Notes window Internet Reports Internet Report Options Easy Grade Pro offers different ways to securely post student reports on the internet HTML Edline and Basmati Each is very different and has its own set of features as the chart below illustrates To upload m Edine Basmati School or district web Secure server provided School or district web server or web space and maintained by Edline server running NT 2000 provided by any ISP Linux Unix or OSX Tndividuals schools Schools and districts Schools and districts Teacher creates a folder of Easy one click uploading Teacher creates a report reports using Easy Grade of reports directly from file using Easy Grade Pro Proanduploadsitto the Easy Grade Pro using Mac and uploads it to the web server using an fip OS 8 6 or WindS server using a web rogram browser Password protection Encryption of uploaded reports Secure web site Passwords for school personnel students and Parents Password protection Single password for access to grades from multiple teachers Tree Can work with existing school or
5. 235 28 31 EI m as 36 ES 39 ao Class Options Color Copying Class Options to other Classes 42 About Gradebook Options Gradebook Options Display Gradebook Options General Gradebook Options Security Gradebook Options Clipboard Text 47 Gradebook Options Report Labels Gradebook Options Palm Setup 49 Chapter 5 Students and Assignments A Class Without Students si Adding Students to a Class by Typing 51 Copying Students to other Classes Managing your Students Adding Assignments Copying Assignments to other Classes 59 Managing your Assignments 60 Chapter 6 Using the Score Chart Entering Scores nnn si Adding Footnotes and Notes to Scores 67 Adjusting Grades Dropping Extra Credit Curving and Locking Customizing the Display of your Data 73 Creating Custom Filters 75 Chapter 7 Using the Other Charts Tbe Attendance Chart The Seating Chart The Student and Assignment Charts 4 CHAPTER 1 Getting Started Chapter 8 Making and Managing Backups Why you Should havea Backup Pian 83 AThree part Plan for Securing your Student Data Howto Make a Backup as Chapter 9 Working at Home and School Getting Started as ring Email to Transfer a Gradebook 86 Using a Floppy Disk to Transfer a Gradebook Working Cross Platform Chapter 10 Working with Terms Starting a New Term s9 Combining Terms Class Op
6. 2 Use the Language menu to set the language you wish to customize Select the last menu item to add your own language or to add an alternate set of labels 3 Edit any of the labels The built label will be used unless you enter your own 4 By default Easy Grade Pro assigns English to every student To assign a different language choose Student from the Chart menu Edit the items in the column labeled Language CHAPTER 4 Setting Options 49 Gradebook Options Palm Setup EGP Clipboard the Palm OS companion to Easy Grade Pro can be used to record student scores attendance and notes For information about obtaining EGP Clipboard software contact Orbis Software or view wwworbissoft com CUSPOISETF quare sue meses oro ata tote synowi EOS e AA I Tunn on ey fre reet E Fremianets farane ite tron te darz tar o ii a To set up palm setup options 1 Choose Palm Setup from the File menu or click the Palm Setup tool 2 Select Turn on syncing for this gradebook If a different gradebook is already set up for syncing a warning window will appear because only one gradebook can be set up for syncing at a time Do not turn on syncing for a new gradebook if there are unsynced gradebook changes on the handheld Sync the data first 3 Optional Click the Reset User button EGP Clipboard uses the Handheld User name displayed in the window to match the gradebook with the right handheld when sync
7. 98 CHAPTER 11 Using Summaries Ef Class Grades This view displays a complete list of students with overall points percents and grades for a class The list is ranked from highest to lowest average and provides some statistical information at the bottom To print the list print the Class Summary report cere tae ae sjelsistcl pez mer demwe 0 A cuasscaxs Trenean ana E Dee 1 Class Attendance This view displays student attendance totals by category and term Use the View menu to set the attendance category to be displayed To print the list print the Attendance Summary report c X n LETS sostene E asanare alels sio ewe Remy 0 zh eeMeecs 0 A Teri 10 Terram soucun i D t a CHAPTER 11 Using Summaries 99 Sb Class Notes This view allows you to enter notes to document general events in the class These notes are for your eyes only Type the note or use the Clipboard tool 27 to paste in a note created in the Clipboard Text view of the Gradebook Options window See Gradebook Options Clipboard Text on page 47 for additional information To spell check the note click the Spell button To print the note print the Class Notes report E came joie tame EREE Fear aat A pereme A fle CLASS NOTES Tesa en zl m Sa Assignment Summaries There ar
8. Use Custom Student Title For security it is strongly recommended that you turn on this option and click the set button In the Custom Student Title Options window set Line 1 to ID only or turn on the Exclude Line 1 from Internet reports This causes any reference to the student to be omitted Line Rink Samono pot ec Ue trom rper Uer m eue une ess aes inea s aes i 5 Click the Create button Follow the prompt to create a folder on your desktop You may wish to name it Email Reports Easy Grade Pro will create a folder inside it with student reports for each class 6 Quit Easy Grade Pro and view the reports using your web browser Although there is no way to preview the HTML reports within Easy Grade Pro it is easy to view them using your web browser before you email them Find the folder you created open it and double click on any report page If it doesn t open open your web browser choose Open from the File menu then navigate to the report and open it Emailing a Report 1 Using a email program write an email to the parent or student You may wish to write a set of instructions for opening the attached report Save the set of instructions so that it can be reused The instructions might include something like this Please find the grade report attached to this email You may be able to view the report by double clicking on the report s name Otherwise save it to the Desktop of your
9. Demo s 6th Grade For the Single class Report you must select from a menu the field in the Records window that is holding the Class ID The Report Folder Name is the name of the folder to hold the reports on Edline CHAPTER 13 Internet Reports 121 and is visible to viewers You can use one or more folders for different reports such as Quarter 1 Reports Quarter 2 Reports Final Reports Missing Work Reports November Grades etc If you want to upload reports that replace older reports for your student use the same name for the folder If you want to upload reports that do not replace older reports use a new name HTML Options Click this to open a window where the style and colors used in the tables of the report can be set Label Options Click this to open the Gradebook Options window so that the labels used in the report can be edited rome raporta tor see Lo caveto tesis tre oes Sy Ce seo oe i MUI TEE Hic er tree erect Mummies saprene _ TET 7 Click the Upload button If you are not using an always on connection to the internet be sure to connect before clicking Upload Easy Grade Pro will open your web browser to the Edline server and send the reports During the process you will be prompted to enter your Edline screen name and password 8 View one or more reports To view the reports go to the home page for any dass whose reports you uploaded Click on the name of the
10. Gender is used in filters that show and hide certain students and in clipboard text when Easy Grade Pro must choose the proper pronoun when generating text 5 Optional Edit the student s status You may choose between Active WD grayed and WD hidden WD is an abbreviation for withdrawn 6 Optional Edit the student s grade scale Grade scales are edited in the Class Options window 7 Optional Edit the student s report language This option affects the titles and labels used in progress and missing work reports Report labels can be edited in the Gradebook Options window 8 Optional Enter a password The password is used to gain access to Easy Grade Pro s HTML Multi and Single class Website reports It is not used with any other internet reports Additionally the password is used as a filter when creating these CHAPTERS Students and Assignments 53 reports only students with passwords will have reports created The case of the password is not important but it must consists of numbers and letters only No spaces are allowed It must be at least six but no more than twenty four characters in length 9 Optional Edit the Custom Labels and Custom Data fields There are twelve custom data fields You can set the labels of these fields as well as enter any kind of information You might include phone number parent name address to be used in mailing labels reading group etc 10 Press enter or click Next Student to move
11. Grade Pro calculates 15 20 x 100 and gets 75 Notice that the maximum score has nothing to do with the value of an assignment A student can have a 15 out of 20 on a small assignment as well as on a huge semester project How is one assignment given more value than another It is done through the use of assignment points By definition an assignment points is the number of points to be earned when a student s score is equal to the maximum score Using the example above in which the student s score is 15 out of 20 the student will get 75 of whatever value is set for points The student will receive 15 points if there are 20 points possible 75 points if there are 100 points possible 150 if there are 200 points possible and so on So how should you set an assignments points The answer depends on your grading style If you are a points grader you should use the same number for maximum score and points When you do this the student s score whatever it is will be equal to the number of points earned If you are a percents grader or a problems grader simply Keep the points set at 100 for a typical assignment 200 for an assignment worth double 50 for an assignment worth half and so on Be sure to see FAQ How is a student s overall grade calculated on page 66 Hic use category weighting does it matter how set assignment points If you use category weighting ie Quiz 3096 Homework 50 Final Exam 20 and you want all assignments in
12. In the window that opens change the delimiter to CR b Add a Blank Field to the format To do this select Blank Field the last field in the list on the left and click the Copy button Change the delimiter of the Blank Field to LF ASCII 10 To do this select the field and click the Edit button In the window that opens change the delimiter to LE 5 Name the format in the text field at the top of the window and click Done The name will appear under the Other Formats tab in the Import or Export window Exporting Attendance Easy Grade Pro allows you to export attendance over a network in just a few steps To prepare for the exporting of attendance Careful preparations are required before exporting can begin These are listed next 14 CHAPTER 15 Porting Attendance Folder A folder must be set up on a shared volume to hold the daily attendance export files The pathname name of folder enclosing folders and volume must not change once exporting has begun The volume should be automatically mounted on each teacher s computer Attendance Categories Each teacher s gradebook must have the school s attendance categories and codes Although these can be set by each teacher using the Class Options window itis suggested that a gradebook template be set up and made available to teachers Export Attendance Format Easy Grade Pro has a built in export format for attendance This format has the name Export Attendance and can be
13. Semester 2 etc If you will give a final exam that must be weighted then you must add the final exam as a term Changes made to these labels will apply to all classes so you won t have to change them again in the gradebook 5 Select the current term for the class by clicking in the box to the right of your current term s label A check orx will appear You must select at least one term and you may select more We recommend that you select your current term only Later on when you are ready to begin the next term you can add a new term CHAPTER radebooks and Classes 29 6 Optional Edit the Custom Labels and enter Custom Data These eight custom fields are very important to some users of Easy Grade Pro but are not used by most They are used to hold course number section number teacher name and other course specific data These values are critical if you will be importing your student rosters from school administration software and exporting grades These are also used when uploading internet reports to Edline or Basmati Generally you won t use them unless your school instructs you to do so 7 Optional To add more classes click the Next Class button Then repeat steps 2 through 6 8 Click Done to close the Records window To switch to the different classes use the Class menu or the Prior Class 48 and Next Class B gt tools Managing the Classes in your Gradebook You can add delete and rename your classes You
14. gt from the menu be sure to type a numeric score 4 Use the second menu to select the new score As before if you select the last item in the menu be sure to type a numeric score 5 Select the range of assignments to be included If you choose All displayed assignments any assignments hidden by filters will not be affected Choose Selected assignments ONLY if you selected at least one assignment column before opening the window 6 Optional If you would like ungraded assignments to be included select the Include Not for Grade item The Not for Grade attribute is set in the record window for an assignment 7 Click the Change button 66 CHAPTER Using the Score Chart FAQ Howis a student s overall rade calculated Understanding the math behind the calculations of student s overall grade can help you use Easy Grade Pro more effectively It can also help you explain a student s grades when asked by an inquisitive parent or student Two examples will be used to explain the process and both use the following five sample assignments Assignment Data Student Data Tame Minx Score Points Sore Points tamed Quiz 1 10 100 6s 65 65 Quiz 2 15 100 12 809 80 Hwk 1 8 50 8 100 50 Hwk2 2 50 9 75 375 extra credit 2 fe 2 Let s take a close look at this chart The student is being graded on two quizzes two homework assignments and one extra credit homework On Quiz 1 the teache
15. personal web pages Must add link to main password page Monthy fee Full featured service for posting grades and any school class info Email option Tree Can work with existing school web pages Allows easy viewing of reports from multiple teachers 116 CHAPTER I ntemet Reports Using HTML Reports HTML Reports are for individual teachers and schools that want a free way to post student reports for viewing on the internet If a teacher doesn t have access to a school or district web server web space provided by an ISP can be used as long as the space provided is at least 4 MB HTML Reports offer security through the use of JavaScript 1 1 and frames Netscape Navigator 3 0 Internet Explorer 4 0 and America Online are capable of viewing student HTML reports as long as frames and JavaScript have not been turned off in the browser s preferences window The majority of browsers in use at the time of printing are capable of viewing the reports Itis best to view HTML reports using a computer that is not shared by others in a public environment because the browser history stored by web browsers may allow access to reports previously viewed This risk can be substantially reduced if the browser history is turned off To set up HTML Reports with password security 1 Choose Student from the Chart menu and enter passwords in the Password column Not only are passwords used to gain access to reports on the in
16. you can have a different set of grades for each student and for each category Student 43 Press the letter m This enters a score of mi for missing You can customize up to thirty special scores and give them any meaning you wish Notice that the score turns red Ms Demo has set things up so that all failing scores are displayed in red Student 4 Type the number 25 Do not press enter Now click the Fill Down tool Fy on the tool bar Notice that 25 is repeated all the way down 11 Click the Undo tool g on the tool bar or choose Undo from the Edit menu to prepare for the next step Notice that the score of 25 is removed from the students Undo is nearly always available to reverse the last action 12 Select the seven blank score cells by pressing on the first and dragging to the last Release the mouse The seven score cells should be highlighted as shown below Presson A and drag down to B to highlight the score cell 13 Click on the A grade on the tool bar A score of 25 is entered for each student Try clicking on other grades and special scores on the tool bar Recall that Ms Demo teaches two science classes and both have the same assign ments It is easy to copy assignments from one class to another In the next few steps you ll do just that 14 Using the Class menu on the tool bar move to Quarter 2 Science 2 36 CHAPTER 2 Tutorial Four Short Lessons 15 Click on the
17. 2 you will be transferring it to another Macintosh using email 4 If you ll be transferring the gradebook to a Macintosh you may have to set the receiving computer s File Exchange control panel so it identifies a file with egp as an Easy Grade Pro gradebook Do this if 1 you will be transferring it from a Windows computer or 2 you will be transferring it from another Macintosh using email To set this open the File or PC Exchange Control Panel and click the Add button In the window that opens type egp into the Extensions field and select Easy Grade Pro 3 6 from the list E Ene EE ae L PUT NUT x Bosteness B meos Pleas ssi Dens Se 3 snos Themes Seater Ss ews Click the Add button in the File Exchange control panel A In the Add Mapping window B type egp and select Easy Grade Pro 3 6 from thelist 5 Optional If your gradebook file is large you may want to compress it to minimize emailing time or to enable it to fit on a floppy disk To compress a gradebook open it in Easy Grade Pro and choose Compress from the File menu CHAPTERS Working at School and Home 87 Using Email to Transfer a Gradebook 1 Start your email program Create a new email and address it to an account accessible from the other computer Click the Attach button or choose Attach from the appropriate menu Navigate to your gradebook
18. CHAPTER 15 Porting Using Plug ins Plug ins are small files created using Easy Grade Pro that can be used to distribute import formats export formats and summary comments to other Easy Grade Pro users To create a plug in of an import or export format Choose Import or Export from the File menu click the Other Formats tab and select the desired format from the list Press on the small blue arrow above the list and choose Save Item as Plug in from the menu that appears Then name and save the plug in Choose Summaries from the Chart menu click the Students tab on the left and the Comments balloon tab on the right Press on the small blue arrow above the lower list and choose Save Comments as Plug in from the menu that appears Then name and save the plug in To distribute a plug in file Plug in files should be placed in the same folder as the Easy Grade Pro application or should be placed in a folder titled Plug ins found in the same folder as the Easy Grade Pro application Whenever a person opens an Easy Grade Pro gradebook using version 3 5 6 or higher Easy Grade Pro scans the plug ins and transfers their contents to the gradebook Be careful with plug ins A plug in with comments will prevent the user from making lasting changes to comments in the Summary window If the user makes changes to comments the next time the gradebook is opened the changes will be erased and replaced with what is found in the comments plug in
19. Copy Class Data tool H or choose Copy Assignments from the Tool menu The Copy Class Data window will open The Copy window can be used to copy assignments students options and other class data It can copy several items together and copy them to several classes at the same time ee YO eae oom darem in 1 Lc EM 16 First click on the Assign tab at the top In the top left list click on Quarter 2 Science 1 In the bottom left list dick on Quarter 2 Science 2 In the right hand list click on Star Lab Finally click Copy The assignment will be copied from Science 1 to Science 2 After the window closes the first score cell for the new assignment will be selected ready for you to enter scores The rest of this lesson will focus on entering scores for the copied assignment You ll use a very powerful tool that allows you to easily enter scores from a mixed stack of papers Since you don t actually have the student papers you ll simply pretend 17 Click on the Find tool E Jon the tool bar or choose Find from the Tool menu The Find window will open m se Continous Search Mode search at current term classes mo E CHAPTER 2 Tutorial Four Short Lessons 17 18 Select Use Continuous Search Mode Then click Exit you must close the Find window The continuous search mode causes Easy Grade Pro to return to the Find window after every
20. Exclude from progress reports If desired it can be deleted but may be kept as a record of the original scores and can be used to re curve the assignment later 72 HAPTER 6 Using the Score Chart To lock or curve the overall grade 1 Choose Lock Curve Grade from the Tool menu or click the small square after the student s grade in the score chart The Lock Curve Grade window will open e Lockers monte ats es pre pee repo UR aitaan oi ata arnt Speo dar MaE pete 2 To lock a grade type the new percent in the Locked Curve column Typically this is something that is only done at the end of a term because once a grade is locked it does not change even when scores are added To change the grade scale press in the Grade and Scale column and choose the new scale 3 To curve a grade type a ora and the offset percent in the Locked Curve column Le 5 0 or 5 0 The student s grade is adjusted by the offset amount every time it is calculated 4 To unlock a grade or to remove a curve offset select the percent and press the delete key 5 Click Done A small symbol is drawn in the score chart for a student with a curved grade A small padlock is drawn for a locked grade i i Dae eed e u Is a uU EUR xen IGNORE INCETE REDE DE ONE DET A small f symbolis drawn for a student with a curved grade A small padlock is drawn for a locked grade CHAPTER U
21. F Score Footnotes and G Score Tex Printing Reports Easy Grade Pro offers nineteen comprehensive reports Regardless of the report you ll follow the same steps when printing select the report set options preview and then print This chapter begins by explaining this process in general It then describes each of the reports Using the Print Windows 1 Choose Print from the File menu or click the Print tool window will open he Print Reports mi dmm ee Sapa e T se meral 2 Select the appropriate tab Student Chart or Other based on the report that you would like to print 3 Enter the teacher or school name at the bottom of the window This name will appear near the top of each report 4 To customize the labels used in Student reports click the Labels button For more information see Gradebook Options Report Labels on page 48 7102 CHAPTER 12 Printing Reports 5 Select a report and dick Next The Report Options window will open where options for the report can be set Each report has its own Report Options window To get a description of an option click on the Help tool C5 Print Progress neperts rors LEWIS B current cius studente d iN eurrent term students 3 adrar Michael 5 lei students oniy gt 3 tustescin Peter mo 6 Use the buttons in the upper half to select the range of reports
22. Next Assignment gt gt to move to the next assignment or select Done FAQ Why are the dates wrong on the calendars and in the charts This problem indicates that the computer s clock is not set properly or the cloc s battery is dead Use the computer s Date and Time control panel to set the clock Refer to your computer s user manual for help in replacing a dead clock battery Copying Assignments to other Classes Ifyou teach more than one section of a subject be sure to use the Copy Class Data tool to copy your assignments from one class to others This can save you lots of time and help ensure that your assignments are consistent across classes Gr xm oms Qa comme o ne Yeap me s T a 7 aa ae es waj er To copy assignments from one dass to others 1 Choose Copy gt Assignments from the Tool menu or click the Copy Class Data tool LI and select the Assign tab 2 In the upper left list select the class to copy from 3 In the lower left list select the class es to copy to Be sure that you don t select the class that is selected in the upper list 4 Select the assignments you wish to copy in the list on the right Use the blue 60 CHAPTERS Students and Assignments arrow button to select or deselect all list items 5 Check all of your settings to ensure that you are copying the right assignments to the right classes 6 Click the Copy button Managi
23. Quarter 2 Reading Now click on the Attend tab above the Class menu to switch to the attendance chart Make sure that you are viewing Quarter 2 Reading Notice that the new chart displays dates and attendance marks Ms Demo takes attendance in just one class Reading because it is the first lass of her day She could if she wanted to take attendance in any or all classes CHAPTER 2 Tutorial Four Short Lessons 13 6 A class actually has five different charts score attendance seating student and assignment Although Ms Demo spends most of her time using the Score chart she does use the others on occasion Use the tabs above the Class menu to switch to each of the five charts In the student and assignment charts be sure to use the scroll bars so that you can view all the different columns 7 Each class in a gradebook can have its own students assignments and configu ration of the charts Before moving on to Lesson 2 take a few moments to use the Class menu the Prior Class 48 and Next Class EP tools and chart tabs to examine the rest of Ms Demo s gradebook Remember explore Lesson 2 Adding Assignments and Scores The most time consuming task in the grading process is that of adding assign ments and scores Easy Grade Pro provides many tools to make this task easy and fast In this lesson you ll be introduced to some of these tools To begin this lesson the Demo Gradebook must be open and the score chart must be
24. a Backup Plan Anyone who has used a computer for long knows that computers are susceptible to all sorts of problems software conflicts corrupted memory damaged floppy disks network glitches hardware breakdowns user errors and more Problems may be inevitable but the quick and stress free recovery from problems can only be guaranteed if there is a good backup plan in place and it is followed without exception Many computer users maintain only a single backup copy This is risky behavior If the backup is stored on the same computer as the original both files could be lost if the hard drive crashes or the computer is stolen Even if the backup is stored apart from the original there could be problems if the backup was made after an undetected problem occurred If you have responsibility for reporting student data to others there will be times during the year in which you must have access to your Easy Grade Pro data Imagine a problem occurring during one of those times if you follow a good backup plan the solution will be painless In the next section we present a plan for making and managing backups of your gradebook data You are strongly encouraged to follow this plan or some other comprehensive plan for securing your gradebook data AThree part Plan for Securing your Student Data For greatest security itis best to make backups of your student data in different ways and at different locations Here is a three part plan that might
25. and select it 2 If both of your computers are Macintosh and if your email program allows you to set the encoding method set it to BinHex or some other Macintosh friendly method This can help minimize problems 3 Send your email 4 On the receiving computer start your email program and find the attached gradebook Select it choose Save and save the gradebook to the Desktop or to a folder set up for your gradebook Quit your email program 5 To start your gradebook find its icon on the Desktop or in the folder and double click on it This will ensure that you are opening the right gradebook If this doesn t work start Easy Grade Pro directly If the wrong gradebook opens choose Close from the File menu Then click the Open an Existing Gradebook button and open the gradebook Make sure you are using the right gradebook Using a Floppy Disk to Transfer a Gradebook 1 Insert a floppy disk it into the computer If you will be transferring the grade book to a Windows computer make sure that you are using a PC formatted floppy disk even if the gradebook is being transferred from a Macintosh 2 To ensure that the floppy disk is in good shape we recommend that you occasionally reformat it Windows Right click on the A drive icon and choose Format Macintosh Select the icon of the floppy disk and choose Erase Disk from the Special menu if you will be transferring the gradebook to a Windows com puter be sure to format the disk using
26. assignment but student grades haven t changed Why This problem can occur if you are using category weighting and have a category with extra credit assignments only By definition extra credit increases the number of points earned without increasing the number of points possible So in your extra credit category a student may have 50 points of extra credit out of 0 points possible no computer can do this kind of math One solution is to move the extra credit assignments to a category with points possible Another solution is to turn off category weighting For more information see FAQ How is a student s overall grade calculated on page 66 To curve an assignment 1 Select the assignment by clicking on its title in the score chart 2 Choose Curve Assign from the Tool menu or select the Curve tool E The Curve window will open 3 From the Curve menu choose Create New Curve The New Curve window will open shown below Note if you have already created a curve you can select it instead and skip this step Rao tree Each row in the New Curve window corresponds to a vertical bar or step in the main Curve window shown on the next page These bars have grade labels such CHAPTER Using the Score Chart 71 as A B or Cand percentage values such as 100 85 or 75 Note that the grade labels do not directly relate to grades in your grade scales they are merely convenient la
27. can sort them into any order Terms can be added to classes and terms can be renamed This section explains how to perform these basic tasks To add a dass To add a new class follow the steps found on the prior page Note if you need to add a new term to an existing class see To add a term to an existing class on the next page To delete a dass 1 Choose Delete gt Class from the Tool menu The Delete Records window will open with a list of all the classes in the gradebook 2 Select the class or classes to delete from the list Press on the blue arrow to select or deselect all items in the list 3 Click the Delete button Torenamea class 1 Use the Class menu to switch to the class 2 Choose Records from the Chart menu or click the Records tool ES 3 Select the Classes tab 4 Edit the name of the class and click Done To sort or reorder your classes 30 GHAPTER3 Gradebooks and Classes 1 Choose Sort Classes from the View menu The Sort Classes window will open 2 Press on classes and drag them to the desired locations in the list Use the sample class menu at the top of the window to view the effects of your changes 3 Click Done To add a term to an existing dass We recommend that you wait until right before the start of the new term before adding a term to a class 1 Use the Class menu to switch to the class 2 From the Tool menu choose Term Tools Start New Term Easy Grade Pro will autom
28. chart except the seating chart 2 Edit the name or other data Click Done 3 Repeat these steps for each class in which the student data should be changed To change the order of your students do one of the following Press on a student s name in the score attendance or student chart and drag up or down Choose Sort Students from the View menu You can sort by name ID score on a selected assignment and by a variety of other keys Click the Sort tool fg to sort by name In the seating chart this tool sorts randomly To delete a single student 1 Click on the student s row number to the left of the name in one of the charts 3 Repeat these steps for each class in which the student is to be deleted To delete multiple students 1 Choose Delete Student from the Tool menu 2 Select the students in the list Click the Delete button 3 Repeat these steps for each class in which the student are to be deleted CHAPTERS Students and Assignments 55 To withdraw a student 1 Open the student s record by double clicking on the student s name in the score attendance or student chart 2 Use the Status menu to select either WD grayed or WD hidden and click Done If you choose WD grayed the student will remain visible in the charts but will appeared grayed and the data will not be editable The letters WD are ap pended to the name of the withdrawn student If you choose WD hidden the student will be
29. creating a format refer to the section Creating Formats for Importing and Exporting on page 131 3 Select a format click Next The formats include Import from an EGP Gradebook Use this format to copy students options assignments a whole class etc from another Easy Grade Pro gradebook The Import Gradebook window will appear where you can select the items to be imported Easy Import of Students Use this format to import students from most tab separated or comma separated text files Many database and spreadsheet pro grams use this format when creating text files The Easy Import window will open where you can identify the fields in a record from the file You must identify the first and last names but all other fields are optional You must also name the format so that it can be added to the Import window where it can be reused directly Easy Import of Scores Use this format to import scores from most tab separated or comma separated text fles The records may be in any order as long as each contains a score and an ID number or student name to be used for matching The Easy Import window will open where you must identify the score and the ID number or student name fields Import Summary Comments Use this format to import a list of summary comments from a text file This will replace the list in the Student Comments view of the Summaries window Combine Gradebooks Use this format to combine one or more g
30. dance categories and export format The Export Attendance Tool must be on the tool bar or tool palette and the volume to receive your attendance data must be mounted on your computer You must know the name to use for your export file and the location in which it is to be saved Be sure to enter your attendance data in the attendance chart or seating chart first Then follow these steps 1 Click the Export Attendance tool A small calendar will appear shown below This calendar will automatically display the current date but you may change this by clicking on another date Click OK 2 Easy Grade Pro will gather the attendance data for the selected date and present it in the Export Preview window shown below This window is used to verify the attendance data Note that only students with attendance marks appear Even if the preview window is empty it is important to export so that a file is created indicating that attendance has been sent Click the Export Records button eet rewrite edo eer meas blastn rer tete 136 CHAPTER 15 Porting 3 If this is the first time that you are exporting attendance ftom the gradebook the standard Save dialog window will open allowing you to name and save the export file Use the unique name given to you The location to save the file should be the attendance folder set up on a shared volume Easy Grade Pro will remem ber the name and location and use them automaticall
31. data Le class rank overall grade phone number select this item Click the set button to set the items Intro amp Postscript Text To include a message signature line explanation or other text at the top and bottom of each report select this item To view or edit the text lick the set button Include ALL students To print a report for every student whether the student has missing work or not select this item Include only if on or after date To filter out older missing assignments select this item and set a cutoff date on the calendar to filter out older assignments 7108 HAPTER 12 Printing Reports FAQ Many reports allow meto choose Displayed Only for students assignments or dates What does this mean and how do Iuse this option Easy Grade Pro allows you to show and hide students assignments and dates in the onscreen score attendance student and assignment charts using items in the View menu and special pop up menus in the charts When you print certain reports you have the option of including all students assign ments and dates or just the ones displayed in the onscreen charts For more information on this topic see the section Customizing the Display of your Data on pages 73 75 Chart Reports Score Chart The score chart report mirrors the onscreen score chart It can be used for storing grade information for recording grades on paper and as a wall poster for display ing grades Options in the repo
32. file since itis part of your computer s hard drive Do not save your gradebook to a floppy disk or some other type of removable media these are among the least reliable and slowest places And unless di rected to do so by your school or unless you are a mobile teacher don t save your gradebook to a server because it is likely slower and less reliable than the hard drive attached to your computer 5 Click the Save button Easy Grade Pro will create an empty gradebook and open the gradebook s window FAQ Easy Grade Pro saves automatically What does this mean Like many programs that deal with large amounts of data Easy Grade Pro automatically saves your changes while you work When you switch classes switch charts choose most menu commands or even pause for a few moments you trigger Easy Grade Pro s save feature causing it to write changes to your gradebook file In Easy Grade Pro s File menu there is no Save command you never manually save your work However there is a Save Copy command and when you close a gradebook there is a prompt for saving a copy It is highly recommended that you make copies of your gradebook but keep in mind that these are copies they should never be used unless something happens to make your original gradebook unusable CHAPTER radebooks and Classes 27 Adding Classes to a Gradebook In Easy Grade Pro a class is a collection of students and their data for a single subject in a single term A
33. help with this Select Show Absent from the View menu All students will be hidden except for those absent on the selected date Perhaps you can then enter a score of ab for the first student and use the Fill Down tool for the rest To reverse the display of students select Hide Absent from the View menu Note since your attendance codes may be different from those used by these filters you may need to edit the filters See Creating Custom Filters on page 75 or help with this The Student and Assignment Charts The student and assignment charts have a lot in common with the Records window both display virtually the same information While the Records window displays one record at a time the charts can display all records together making them easier to view and manipulate The charts also offer a variety of tools not available in the Records window such as fill down copy paste find and filters e e E LLL SQ LL L Diii 82 HAPTER Using the Other Charts To use the student and assignment charts The columns in these charts correspond to the fields in the Records window Data can be entered into any cell except in the first column with names Many of the fields bring up menus when selected To change the order of the columns press on a column s title and drag the column left or right to the desired location To change the w
34. in the Edit menu To delete an item select it and click the Delete tool f or press the delete key The structure of a seating chart and its furniture can be copied to and from other classes Choose Copy Seats from the Tool menu and follow the prompts When furniture is copied from one class to another it always replaces any furni ture that the class may already have To print the seating chart choose Print from the File menu Under the Chart tab select and print the Seating Chart report To take attendance using the seating chart Attendance and calendar options must be set before using the attendance chart Refer to Chapter 4 Setting Options for help with this The current date if it is within the calendar for the class will be displayed in the lower left corner of the window Use the Set and buttons to switch to other dates Ifthe date is not the current date it will be grayed Attendance can be taken on any day in the calendar CHAPTER T Using the Other Charts 81 To record attendance press on the menu in the seat and select a mark or select one or more seats and click on an attendance code on the tool bar or palette Attendance can be exported over you school s network Refer to the section Exporting Attendance on page 133 for information on this FAQ How can easily see who was absent on a certain day when entering scores in my score chart There are two built in filters to
35. line feed ASCII 13 10 combination instead of a CR You may need to modify a format to include a CR LE For help with this see FAQ How do I set the record delimiter to the CRILF used by most Windows programs on page 133 132 CHAPTER 15 Porting If you will be porting to or from school administration software things can be much more difficult because these programs tend to use custom formats For example some files may use fixed length fields instead of variable length fields that are left or right justified with special fill characters and no delimiters except at the end of a record In many but not all cases formats can be created in Easy Grade Pro to work with school administrative software To create a format 1 From the Import or Export window select the Other Formats tab Then click the New button The New Format window will open On the left side of this window is a list of fields that are available for use in the format Nerea E Mene st turmat Py curom tornal O Fie asian ales Wi Poms Cen o 2 To add a field to your format select it in the list on the left and click the Copy button The field is copied to the format list on the right If a field is in the wrong position in the format list press on it and drag it to the new location A format is limited to thirty fields per record 3 Optional Select the Quotes button Set this item if the data ha
36. mance with scores points percents and grades by assignment category term and overall This view can be very helpful as the FAQ that follows describes FAQ How can I check the calculations for one of my students The Summaries window can help you check all the calculations that go into computing the overall grade for a student To open this window double click on the student s row number and click on the percent tab to view the Student Grades view To print the data print a student progress report with the Grade Summary Chart and Assignment Chart options on To include Points click the Set button after each option and turn on Points For a related topic see FAQ How isa student s overall grade calculated on page 66 Susie E E su us see ere Tease eem a mm Es een Ml CHAPTER 11 Using Summaries 95 f Student Attendance This view displays calendars with attendance codes and a list of attendance totals by category and term To print the graph turn on the Attendance Summary Graph option in a student s progress report A ajamise O mo re St Student Notes This view allows you to enter notes to document events and summarize performance Type the note or use the Clipboard tool 2 to paste in a note created in the Clipboard Text view of the
37. most frequently asked questions of our technical support staff and where to find the answers It also includes information on contacting Orbis Software in case your question is not answered somewhere in the manual FAQ What is an FAQ Throughout this manual you l find special FAQ sections like this one These highlight the most frequently asked questions that we have received from Easy Grade Pro users over the years Read these sections You l likely find answers to at least some of your questions CHAPTER 1 Getting Started 9 Getting Help within Easy Grade Pro In addition to this manual help is available within the Easy Grade Pro software in the form of balloon help status bar help and a context sensitive help window Balloon Help Macintosh only Balloons are short descriptions that appear and disappear as the mouse arrow is moved around in a window Easy Grade Pro has balloons for most objects To turn balloon help on click the Balloon Help tool found in nearly every window Then point to the object of interest to view the description To turn balloon help off click the tool again oe ba EET O ETTET O ics mo There are descriptive balloons for objects in nearly every window Note the Balloon Help tool on the right side ofthe tool bar FAQ How do Itu ff the balloons Although the descriptive balloons can be very helpful they can quickly get in the way Once you ve gotten the
38. much skill and time This task is best left to experts Once set up it can be fast and easy to print your school s report cards using data from files created using Easy Grade Pro s Report Card Data format Las Name Fist First Name Gender statue Grade Seale Language Student Custom 1 Student Custom 2 Student Custom 3 Student Custom 4 Student Custom 5 Student Custom 6 Student Custom 7 Student Custom 8 Student Custom 9 Student Custom 10 Student Custom 11 Student Custom 12 Class Name Class Weight Class Custom 1 Class Custom 2 Class Custom 3 Class Custom 4 Class Custom 5 Class Custom 6 Class Custom 7 Class Custom 8 Overall Points Overall Overall Grade Class Average 9 Clas Average Grade Current Term Points Current Term Current Term Grade Category 1 Points Category 1 Category 1 Grade Category 2 Points Category 296 Category 2 Grade Category 3 Points Category 3 Category 3 Grade Category 4 Points Category 4 Category 4 Grade Category 5 Points Category 5 Bse r p 3 103 108 105 106 Category 5 Grade Category 6 Points Category 6 Category 6 Grade Category 7 Points Category 7 Category 7 Grade Category 8 Points Category 8 Category 8 Grade Category 9 Points Category 99 Category 9 Grade Category 10 Points Category 10 Category 10 Grade Category 11 Points Category 11 Category 11 Grade Category 12 Points Category 12 Category 12 Grade Category 13 Points Category 13 Category 13
39. on the platform s specified on the License Installation Card Easy Grade Pro may be used only for its intended purpose You may not modify the software make any attempt to discover the source code or create derivative works based on the software Warranty The Easy Grade Pro program and documentation are sold as is without warranty of any kind tis your esponsibility to verify the results obtained frm the use of the program ORBIS Software reserves the right to make changes in the program and documentation at any time and without notice ORBIS SOFTWARE INC MAKES NO WARRANTIES EITHER EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES THE ABOVE EXCLUSION MAY NOT APPLY TO YOU THERE MAY BE RIGHTS THAT YOU HAVE THAT VARY FROM STATE TO STATE IN THAT EVENT ANY IMPLIED WARRANTIES ARE LIMITED IN DURATION TO THIRTY 30 DAYS FROM THE DATE OF DELIVERY OF THE SOFTWARE In no event will ORBIS Softwar Inc be liable to any person for any direct indirect special incidental consequential or similar damages In no case shall ORBIS Software Inc s liability exceed the purchase price or the software If an original CD ROM becomes defective it will be replaced without charge if returned within ninety days of the date af purchase Trademark Information ORBIS Software and Easy Grade Pro are trademark
40. platform that serves as your school s website or as a companion website It allows one click uploading of student reports directly from Easy Grade Pro making it the easiest way to regularly upload reports For information view www edline com or call 1 800 491 0010 Once your Edline account has been set up and your school s classes and students have been defined you ll be able to begin uploading student reports Toupload reports 1 Your school will provide you with a unique Class ID for each class you teach These may be imported into your gradebook directly from school administration software or you may need to manually enter them The Class ID will be entered into one of the fields in the Records window for each class you teach To open this window choose Records from the Chart menu or click the Records tool select the Classes tab If you must manually enter a Class ID enter it in the first field under the Custom Data title EE s er ESI I memi op Leno Tene 2 Every student must have a unique ID number that identifies him or her in Edline When you post reports from your gradebook Edline uses the student ID to determine which student or parents should be allowed to see the report Your school will provide you with a unique Student ID for each student These may be imported into your gradebook directly from school administration softwa
41. press on the small triangle to the left of the class menu PNIS NER o 4 PLOR San 8 wo owe ewe d Click on the triangle circled above to show the row of attendance marks To add a note to an attendance mark double click on a cell to open the student note view of the Summaries window You may find it helpful to press on the Clipboard tool in this window and choose Attendance Note Date MO DY YEAR This text will be pasted into the text field with the actual date Attendance can be exported over you school s network Refer to the section Exporting Attendance on page 133 for information on this To print the attendance chart choose Print from the File menu Under the CHAPTER T Using the Other Charts 79 Chart tab select and print the Attendance Chart report To combine attendance data from multiple terms refer to Chapter 10 Working with Terms The Seating Chart You can set up a seating chart to match your classroom furniture included Once set up attendance can be taken directly from the chart To set up a seating chart To set the shape sie name format and attendance format of all seats in a class use the Seat options in the Class Options window Refer to page 40 for help The first time the seating chart is viewed for a class Easy Grade Pro places the first 128 students into seats using a built in arrangement To move any seat press and drag it to the desired locati
42. processor spreadsheet or database software to take advantage of the unique tools of these programs When exporting you can create two types of files Easy Grade Pro gradebooks and text files Text is a standard file format that many programs use for transferring data to other programs Toexport 1 Select Export from the File menu or use the Export tool EE to open the Export window The Export window shown on the next page has two tabs Under the first tab you ll find export formats that are built in Under the second tab you ll find user defined and other editable formats A format is used to specify the fields of the data to be exported 1 CHAPTER 15 Porting 2 Optional If the format that you need is not present you can create one by first licking the Other Formats tab and then clicking the New Format button For help in creating a format refer to the section Creating Formats for Importing and Exporting on page 131 3 Select the classes to be exported from the list on the left Select the students to be exported using the menu below the list a M m E 3 Emm 4 Select a format and click Next What happens after clicking depends on the selected format The formats include Export One Class Use this format to create a new gradebook with a single class This can be used to create a file with data to be imported into another gradebook Export Gradebook Templ
43. reshow a student once the status has been set to WD hidden page 55 7M CHAPTER 1 Technical Support What are maximum score and points How should I set them page 57 If Luse category weighting does it matter how I set assignment points page 57 Why are the dates wrong in the calendars and in the charts page 59 Chapter 6 Using the Score Chart How does Easy Grade Pro treat blank score cells How can I easily set all blanks to a certain score page 64 How is a student s overall grade calculated page 66 How can I drop more than one score for each student page 69 Tve added an extra credit assignment but student grades haven t changed Why page 70 I have a group of students or just one student with unique assignments How can I create a filter to show just this group and its assignments page 76 Chapter 7 Using the Other Charts How can I easily see who was absent on a certain day when entering scores in my score chart page 81 Tunderstand how Easy Grade Pro calculates but the overall grade seems wrong What should I dot page 82 Chapter 8 Making and Managing Backups My gradebook s name is Copy of copy o Chapter 9 Working at Home and School Why am I getting disk error messages when copying to and from floppy disks page 88 Chapter 10 Working with Terms Ive combined terms but the prior term grades or attendance data in reports are wrong How do I fix this page 92 I
44. the grades in another Tostart a new gradebook 1 Start Easy Grade Pro On a Macintosh do this by double clicking on the Easy Grade Pro 3 6 icon in the Easy Grade Pro folder On a Windows computer do this by clicking on Start choosing Programs and then choosing Easy Grade Pro If a gradebook opens choose Close from the File menu A small window will appear shown below 26 GHAPTER3 Gradebooks and Classes FAQ Why does a gradebookopen when I choose Easy Grade Pro from the Start menu With the Windows version of Easy Grade Pro the last opened gradebook is automatically reopened whenever you choose Easy Grade Pro from the Start menu This feature can save you time but if you need to start a new gradebook or switch to a different grade book be sure to choose Close from the File menu to close the current gradebook 2 Click the Create a New Gradebook button The standard Save window will open where you can name and choose a location for your new gradebook 3 In the Save window type the name of your new gradebook What name should you give it We recommend that you use your last name and the year or term such as Smith 2003 4 or Smith Winter Term 2003 4 Choose the location for your gradebook We recommend that you save it to your computer s Desktop because 1 you ll have ready access to it 2 you ll be able to open it easily by double clicking its icon and 3 the Desktop is a reliable place to store an important
45. the right options to the right classes 6 Click the Copy button About Gradebook Options Gradebook Options are settings that affect your entire gradebook You can set the font the order of first and last names passwords types of warnings and whether you want to be able to directly type grades or special score shortcuts You can CHAPTER 4 Setting Options 43 create reusable text items for notes and reports customize the labels used in student reports and even set up your gradebook to be used with EGP Clipboard the Palm OS companion to Easy Grade Pro To view or edit these options choose Gradebook Options from the Edit menu In the window that opens you ll find a series of tabs one for each option group The remaining sections in this chapter describe the options found under each tab Gradebook Options Display Use display options to set the font and other items that affect display throughout your gradebook XIII El p el en eir re a dp eee stt oor a rte Basne 1ormmeng wone ma To edit display options 1 Open the Gradebook Options window to the Display view 2 To change the font or font size use the Font and Size menus 3 By default the entire row and column are highlighted whenever a cell is selected in a chart To modify this behavior use the Highlight menu 4 To set the order of first and last names in the charts and i
46. up menu after the category s name FAQ What is grade ding How does it work Easy Grade Pro allows you to enter scores by clicking on grade buttons in a process known as grade clicking You can also enter scores by typing grades if the Allow typing of Grades and Special Scores option is on in the Gradebook Options window What score does a student get when an A or C is clicked or typed The score is based on the grade click value of the grade The grade click value for the top grade is always 1009 For other grades it is the average percent for the grade If an A is the top grade the student will get a score that is equivalent to 100 If a C ranges from 76 to 8096 the student will get a score that is equivalent to 78 Grade click values are automatically set and editing is usually unnecessary To edit them click the blue arrow above the scroll bar on the right in the Scale view of the Class Options window FAQ How do Iset up my point or some other point grading system Part 1 The simplest way to do this is to set the maximum score on assignments to five and type the numbers one through five as scores into score cells Before you do this be sure you understand how this will affect student percents since a score of 1 out of 5 is a 20 2 out of 5 is a 40 etc students may have assignment and overall percents that are much lower than what is typically considered acceptable To compensate for this you can create a g
47. want to see Filters can be used in all charts but the seating chart Before creating your own filter you should study the built in filters to see how they were set up To do so choose Edit filters from the View menu In the window that appears select a filter and click the Edit button To create your own filter 1 Open the Filters window using the Filters tool SF or by choosing Edit Filters from the View menu 2 Click the New Filter button The New Filter window will open 76 GUTER Using the Score Chart Sea Fe E t pee ene rin serves eo jit 0m dp 0 i m oD 3 Enter a name in the Filter Name field It will be placed in the View and Custom Filters menus 4 Optional Use the Keyboard menu to select a unique key to be used to activate your filter 5 Your filter may contain individual filters for students assignments and scores Use the tabs to switch between these three parts Under each tab enter up to four rules The rules can be connected using and and or found in the small menus to the left And connects two rules so that they must both be met while or allows either rule to be sufficient Each rule consists of a subject and a condition that are selected using menus Depending on the type of condition the rule may or may not have an object that must be completed by typing letters or words into a text field Case is not important 6 Be sure to test
48. work for you 84 CHAPTER 8 Making and Managing Backups Part 1 Daily Backups Create a folder on your computer s hard drive server or convenient volume Make a copy of your gradebook every day to the folder Use the name of the day of the week for your backup Monday Tuesday etc and let one day s backup replace the backup from the prior week Part 2 Weekly Archived Backups Get a box of floppy disks or other removable media Once a week save a copy of your gradebook to a disk and store it at a different site Do not erase a backup until after the school year has ended Part 3 Biweekly Reports Print score and attendance chart reports for each current class on a biweekly basis Store these away from your archived backups How to Make a Backup 1 By default Easy Grade Pro prompts you to make a backup copy whenever you close or quit When this happens click the Yes button Alternately you can choose Save Copy from the File menu or select the Save Copy tool fj 2 In the window that opens set the name of the backup The default backup name is Copy of gradebook name on Windows or gradebook name copy on Macintosh If you are following Part 1 in the three part plan outline above name the backup for the day of the week 3 Set the location for the backup to a folder created for backups or some other location set aside for your backups 4 Click the Save button FAQ My gradebooks name s opy
49. your filter you may find that it needs refinement to work properly Note filters have no effect on students whose status is WD hidden FAQ Ihave a group of students or just one student with unique assignments How can 1 create a fiter to show just this group and ts assignments The first step is to come up with a code for this group such as RED Choose Assignment from the Chart menu and put the code into the Note field of each assignments record Choose Student from the Chart menu and put the code into one of the twelve custom fields of each student s record Now create a filter that shows students with the code in the custom field and that shows assignments with the code in the Note field If you have multiple groups of students and assignments in your class you can create a filter for each group Using the Other Charts Although the score chart is the most comprehensive of the five charts the atten dance seating student and assignment charts share many of its tools and offer a variety of new ones to help you manage your student data This chapter describes the unique features of these charts Be sure to refer to Chapter 6 Using the Score Chart for explanations of tools shared by the charts To view any chart use the items in the Chart menu The Attendance Chart The attendance chart allows you to record attendance data for a single term wee fee ass oom ae bpe GRE Bia Lio mi we D murem SES EEEE ERE ENT SSCS ENT
50. 02 Gtaeaedsteataes Eten rey vr iint Linares rjr sees caram fe Other Reports Class Mi The class missing work report includes a list of missing work in one or more classes The missing work can be grouped by student or assignment Although it is meant for the teacher it can be used as a poster or cut up and given to students For additional information see Student Reports Missing Work on page 107 c mene SS eet Je a CHAPTER 12 Printing Reports 113 Other Reports Class Roster The class roster report includes a chart with student names and blank columns It can be used to hand enter grade and other information Columns can be normal width like the score chart or half width like the attendance chart Columns will be printed to fit the page To include blank column titles turn on Include room for custom titles To have Easy Grade Pro print custom column titles click the set button type the titles and turn on the Use the custom titles above option me aon sae aI Sors s Other Reports Labels Use the Labels report to print mailing file folder and other labels You can use most popular Avery labels for laser and ink jet printers Each label can include up to three lines with student name grade and record information You can center or left justify the text and set it to all capitals In case your sheet of labels is missing the first se
51. 16 Interettoo 116 120 123 L labes 113 languages 48 assign tostudent 52 License Agreement 2 Lode tool 46 loding 72 locking grades 69 M M symbolin charts 44 maximum sore 57 mi missing 36 Minisummary 67 100 missing sores that countas 37 missing workreport 107 112 muli dassgadesheet 114 Negative Points 58 networking 6 Next Term tool 90 Notfrgade 58 student 52 116 T6 teacher 45 plugins 138 points 57 porting See exporting importing 144 noix previewing reports 102 Printtool 21 101 printing 11 assignment chart 110 assignment graph 110 assignment summary 111 attendance chart 109 attendance summary 111 changing school teacher name 103 ass graph 110 dass ising work 112 dass notes 114 dass roster 113 cass summary 112 displayed only optie labes 113 maximizing columns 102 muli das gradesheet 114 multiple reports per sheet 103 preview 102 score chart 108 seating dart 109 student art 110 student missing work 107 112 student notes 114 student progress reports 104 PiorTem tol 90 progress reports 104 recombine ters 92 Records tool 29 30 89 119 122 registration 7 rename dass 29 repeating 61 report label options 48 reports See printing rounding options 34 s Save Copy tol 84 score category options 34 score chart 61 printing 108 score footnote options 35 Score Note tool 68 blank 64 hanging scores 65 carving 63 70 72 deleting 61 display columns 74 drop
52. 2 59 x 3096 89 5 x 50 3096 50 83 125 orarelated topic see FAQ How can check the calaulations for one of my students on page 94 9 5 CHAPTER Using the core hart 67 Adding Footnotes and Notes to Scores A footnote is a short numbered predefined note that can be quickly added to one or more scores It is used to provide additional meaning about the score Foot notes can be viewed and edited in the Class Options window Footnote view In the score chart a footnote appears as a small number between one and seven in the lower left corner of the score cell However in a progress report the full text of the footnote appears with the score AXE Memaia Lr A footnote number appears in the lower left corner of a score cell A but the full text appears with the score in a progress report B To attach a footnote to a score do one of the following Right click Windows or control click Macintosh on the cell and select the footnote from a contextual menu that pops up To delete a footnote choose the first item in the menu Double click the score to open the Score Note window and select a footnote To delete a footnote select the first list item Select the score and press option and a number from 1 through 7 Press option 0 to delete a footnote Macintosh only Select one or more score cells and click on a footnote in the Mini summary palette Ifthe palette is not visible ch
53. 5 6 Press tab to move to the Points field Type 100 For a detailed explanation of maximum score and points see FAQ What are maximum score and points How should I set them on page 57 7 Set the due date of the assignment by clicking on the calendar The date is used by Easy Grade Pro when sorting using filters to show or hide certain assignments and when producing graphs 8 Press on the Category menu and select Classwork The category is used when sorting assignments in filters graphs summaries reports and in grading if you have category weighting turned on You can view edit and create score categories in the Class Options window but you ll see this later 9 Click the Done button You should be viewing the score chart again The first score cell under the new assignments title should have the flashing cursor in it If not click on the first empty box under the Star Lab assignment 10 Now it s time to enter scores Just to make things interesting you ll enter scores in several different ways Follow the directions below to enter the first four scores If you make a mistake simply click on the score cell with the error and try again Student 1 Type the number 25 and press enter Student 2 Click on the B grade on the tool bar Do not press the enter key CHAPTER 2 Tutorial Four Short Lessons 15 because the next cell is automatically selected after clicking You can set up the grades that appear on the tool bar In fact
54. Chart option and turn on Points Earned FAQ How can Iuse a progres report as a missing work report as an attendance report In the options window for a progress report turn on the Assignment Chart item click the set button after this item and choose Missing Assignments Only from the Include menu For an attendance report turn on the Attendance Summary item click the set button after this item to select the desired attendance items Click the Labels button in the main Print Reports window to change the title of the report CHAPTER 12 Printing Reports 107 Student Reports Missing Work Use the student missing work report to print a list of assignments for which a student has scores that count as missing See Class Options Special Score on page 36 for information on scores that counts as missing Keep in mind that blank scores do not count as missing To change blank score to scores that count as missing see To convert blank cells to a certain score on page 65 men Eres Eten det Major Report Options To customize the labels used in a student report click the Labels button in the main Print Reports window Style Select single class if a student s report should include missing work for one class only Select multi class if a student s report should include missing work from all current term classes Custom Student title To include a title with up to four lines of custom student
55. Easy Grade Pro 3 6 User Manual Software License Agreement The Easy Grade Pro software program is licensed by ORBIS Software Inc for use only on the terms and conditions that follow Refer to the License Installation Card for the specific license type Use of the Easy Grade Pro software indicates that you accept all terms To use Easy Grade Pro you must have a valid single user license or your employer must have a valid site license Single user License A single user license applies to one user only The software may be used on any computer including but not limited to computers at a school site and computers at home The name of the user and registration number must appear in the Easy Grade Pro title screen If the license is transferred to another user a copy must not be retained and the new user must agree to the terms of this agreement Site License A site license applies to a single site only and covers all employees of the site Under no conditions does a site license apply to more than one school or college level department An employee of the site is licensed to use the software on any computer including but not limited to computers at the site and computers at home The site name and registration number must appear in the Easy Grade Pro title screen The software license may not be transferred without permission from Orbis Software Ine Windows Macintosh Platforms Easy Grade Pro may be used only
56. Grade Category 14 Points Category 14 Category 14 Grade Category 15 Points Category 15 Category 15 Grade Missing Assignments Completed Work Points Completed Work Completed Work Grade Term Pointe Tem 1 Term 1 Grade Term 2 Points Tem2 Term 2 Grade Tem 5 Points Tem 3 Term 3 Grade Term 4 Points Jam s Term 4 Grade Tem S Points Tems Term Grade Term 6 Points Tem 6 Term 6 Grade ay 109 m m m ns m us us m m us m m m p ns r ux os rj 130 m m ns a ns r um E r n m w p us 46 w nus n 150 m m r3 E 155 156 157 HARTER 15 orn 137 Term 7 Points Tem 7 Tem Grade ems Points Terms Term 8 Grade Term 9 Points Tem9 Term 9 Grade Term 10 Points Term 10 Term 10 Grade Master Attendance 1 Master Attendance 2 Master Attendance 3 Master Attendance 4 Master Attendance 5 Master Attendance 6 Master Attendance 7 Master Attendance 8 Master Attendance 9 Master Attendance 10 Attendance 1 Attendance 2 Attendance 3 Attendance 4 Attendance 5 Attendance 6 Attendance 7 Attendance 8 tendance Attendance 10 Attendance 11 Attendance 12 Attendance 13 Attendance 14 Attendance 15 Todays Date short Comment 1 number Comment 2 number Comment 3 number Comment 4 number Comment 5 number Comment 6 number Comment 1 tert Comment 2 text Comment 3 tert Comment text Comment 5 tert Comment 6 tert Student Summary Note 1
57. Grade Pro will use the category s assigned grade scale in the score chart in assignment graphs and in reports Grade scales are created in the Scale view of the Class Options window Class Options Score Footnote Score footnotes are short comments that can be attached to scores to provide additional meaning They can be included adjacent to scores in printed reports accums aram zaras rg epe ote ir reir wa ge Footnote text can be edited in the Footnote view of the Class Options window For more information see Adding Footnotes and Notes to Scores on page 67 36 HAPTER Setting Options Class Options Special Score Special scores are scores that can be used in place of numeric scores to provide special meaning Easy Grade Pro provides a variety of special scores that you can use modify and delete In addition you can create your own plane far arr Reading E erm eser ren sore stes Jean tom sen ee Here isa list of some of the most used special scores with suggestions for use ex short for excused is for an assignment that has not been submitted and not required of the student perhaps due to a late enrollment or other special circum stance It has no value and does not affect the overall grade cr short for credit is for an assig
58. Gradebook Options window See Gradebook Options Clipboard Text on page 47 for additional information To spell check the note click the Spell button To print the note turn on the Summary Notes option in a student s progress report or print the Student Notes report owe cum meme aelel fetch a omemrkaeect s JS fe STUDI NOTES vse 1 a s este 1 e 96 CHAPTER Ting Summaries C Student Comments Use this view to apply comments to students for progress reports and grade export files There are two lists in this view the upper list displays the comments that have been applied to a student and the lower list displays the available comments Sea Li mmu eec Une Recel C ere A Sen SURE CENTS CI t wie og EA E DEED To edit the list of comments To sort or edit the comments press on the blue pop up menu above the lower list To insert the student s first name into a comment use the symbol An addi tional item in the menu allows you to create a plug in of the list to make it easy to distribute it to others For additional information see Using Plug ins on page 138 To change the order of comments press on a comment number and drag To apply and remove comments To apply a comment click the item in the lower list Up to six comments can be applied To remove a comment click the comment
59. TER Using the Score Chart To add a column to display points earned term grades attendance totals special student record information dass rank etc 1 Press on the column title above the column of student names or an adjacent column and from the menu that pops up choose Add NEW Column A new column with student names will appear Note this menu item will become disabled if the eight column limit has been reached 2 Press on the new column s title to bring up the menu again but this time choose the desired content for the column 3 To resize the column press on the vertical line to the right of the title and drag left or right 4 To move the column to a new location press on any data beneath the column s title and drag left or right Note this does not work with the column of student names To move this column drag the other columns around it 5 To delete a column press on the column title and choose Delete THIS Column Portae ES Eure i To add a column or to change its content pres on the columns tile A To resize a column press on the vertical line to the right of the title B and drag To move a column press on a data cell and drag To show just one student or a subset of students To show only a single student choose the student from the pop up menu immediately above the first row number in the score chart This enters the show one mode in which the vertical scroll ba
60. The second item allows you to directly type an A A or ab any grade or special score 3 To receive a warning any time a non blank score or attendance mark has been changed turn on the Give warning when a score is changed option This can help minimize accidental changes 4 To receive a warning when the score you type exceeds the maximum set for the CHAPTER 4 Setting Options 45 assignment turn on the Give warning when a score exceeds the maximum option This can help minimize mistyped scores Only a single warning is given on an assignment in case you are entering a series of scores with extra credit 5 The Scroll to top when the last score is entered option makes it easier to enter scores from a paper gradebook When a score is entered for the last student Easy Grade Pro scrolls up to the first student on the next assignment This option can get in the way if you are entering a series of scores for the last student in this case use the left or right arrow key after entering each score to prevent the automatic scrolling 6 If you want the column that you are working on to be as close as possible to the column of student names turn on the Scroll to left when a cell is selected option If this option is on and you select a cell in any chart the column will be instantly scrolled to the left most position Use the left and right arrow keys to select cells in adjacent columns 7 Easy Grade Pro has two floating tool palettes availab
61. To remove a plug in Drag the file out of the Plug ins folder and out of the Easy Grade Pro folder Note this does not remove the contents of a plug in from a gradebook if the contents have already been read into the gradebook Technical Support This chapter includes the most frequently asked technical questions about Easy Grade Pro and where to find the answers If you can t find your question in this section at the end you ll find email and phone information for contacting techni cal support at Orbis Software Chapter 1 Getting Started How do I install Easy Grade Pro to a computer without a CD ROM drive page 6 Can Easy Grade Pro be networked page 6 How do I turn off the balloons page 9 Chapter 3 Gradebooks and Classes Why does a gradebook open when I choose Easy Grade Pro from the Start menu page 26 Easy Grade Pro saves automatically What does this meant page 26 Chapter 4 Setting Options What is grade clicking How does it work page 33 How do I set up my 5 point or some other point grading system Part 1 page 33 How do I enter a check mark as a special score page 37 How do I set up my 5 point or some other point grading system Part 2 page 37 How do I change the highlight color page 41 I don t remember the password How do I get back in page 46 How do I switch the classes in EGP Clipboard to my new term page 50 Chapter 5 Students and Assignments How do I
62. Use the items in the lower half to set options for the reports FAQ How can maximize the columns on each page To maximize the number of columns that will fit on a page use the Page Print Setup options to set the orientation to landscape view sideways and the scale to between 60 and 80 If your printer doesn t support scaling set the font size to a small value 7 To preview the reports click the Preview button Previewing a report before printing is a good way to learn how certain options affect a report and helps ensure that a report fits on a page in the desired manner The preview window has two views fit in screen and full size The fit in screen view shows the entire page and the cursor is a magnifying glass By clicking on any part of the page the view switches to the full size view and the cursor be comes a hand By pressing the mouse button the page can be dragged about Double clicking causes the view to change to the original view The Zoom button can also be used to toggle between the two views Your can right click anyplace on a page to choose from different zoom levels Windows only CHAPTER 12 Printing Reports 103 mur Usa Debug 8 Select Print or ePrint Select Print to print paper reports The Print window for your type of printer will open where you can set some final print options and begin printing Select ePrint if you want to save each page as a file to be used in a graphics or
63. a PC DOS format 3 Copy the gradebook to the floppy disk Windows Right click on the gradebook s icon and choose Copy Right click on the A drive icon and choose Paste Macintosh Drag the gradebook s icon to the icon of the floppy disk 4 Eject the floppy disk and insert it into the other computer s drive 5 Copy the gradebook from the floppy disk Windows Double click on the A 88 GHAPTER Mong at School and Home drives icon to open a window to the floppy disk Right click on the gradebook s icon and choose Copy Right click on the folder on the hard drive to receive the gradebook or right click on an empty place on the Desktop and choose Paste Macintosh Double click on the icon of the floppy disk Drag the icon of the gradebook to the folder on the hard drive to receive the gradebook Do not drag the gradebook to the Desktop because the Desktop belongs to all disks including the floppy disk 6 Eject the floppy disk 7 To start your gradebook double click on its icon This will ensure that you are opening the right gradebook If this doesn t work start Easy Grade Pro directly If the wrong gradebook opens choose Close from the File menu Then click the Open an Existing Gradebook button and open the gradebook Make sure you are using the right gradebook FAQ Why am getting disk error messages when copying o and from floppy disks Floppy disks are prone to a variety of problems especially when used with two or more compute
64. a category of assignments to always use a certain scale Tass pions for Quarter 2 eain IET werde aoe Crew CDupikate J Delete j Og To edit scale options 1 Open the Class Options window to the Scale view 2 To view or edit a scale first click on its row number The grades and minimum percents will appear in the list to the right 3 To create a new scale click the New button Type the name of the scale and then type the grades and minimum percents in the list to the right The minimum percents must be in descending order and the last percent must be 0 Use the small blue arrows to insert or delete a row anywhere in a scale 4 To duplicate or delete a scale first click on its row number Then click the appropriate button below the list 5 The first grade scale in the list is the most important one because it is initially CHAPTER 4 Setting Options 33 assigned to all students To move a scale to the top position press on its row number and drag 6 To assign a scale to a student other than the first scale exit from the Class Options window and choose Students from the Chart menu In the Grade Scale column select a scale for the student 7 To assign a scale to a score category other than the student s scale click the Category tab in the Class Options window and make your selection from the pop
65. a category to have the same value simply set points on all of them to 100 or to 10 or to anything as long as they are all the same However if you want one assignment to be worth more than another assignment in the same category 58 CHAPTERS Students and Assignments 4 Select the assignment s due date The calendar is initially set to the current date If the date showing is not the current date the computer s clock may be improp erly set or its clock battery may be dead 5 Select the assignment s category The category is used in summaries reports and in grading if categories are weighted To edit your categories choose Class Options from the Edit menu and select the Category tab 6 Select the Special Status option Special status options include the following Normal No special action is taken Extra credit Any score entered for a student will increase the number of points the student has earned without increasing the number of points possible In other words the student s average will go up Students without scores are unaffected Can be dropped Easy Grade Pro will drop this assignment for a student if by dropping it the student s overall percent is improved more than by dropping any other assignment that can be dropped A letter d is drawn next to a dropped score Not for grade The assignment will not be included when determining grades It can be used for recording items such as whether a progress report h
66. ade Pro will drop the first Surprisingly the score that is dropped is often not the lowest score because it may have too little point value or be in a category with little weight When a score is dropped a small letter d is drawn in the upper left corner of the score cell As new scores are entered the d may move about disappear and reappear FAQ How can drop more than one score for each student Because Easy Grade Pro drops scores in real time as scores are entered in a way that ensures the student s grade is improved the most it can only drop one score automati cally However it is possible to have more than one score dropped using the Change Scores tool First make sure that you have at least two assignments with status of Can be Dropped Then choose Change Scores from the Tool menu In the Change Scores window set the first menu to Dropped Score and the second menu to dr Click Change The small letter d will be replaced by the dr and a new automatic drop calculation is made Be sure to note that dr is a special score that has no value and will replace the numeric 70 CHAPTER 6 Using the Score Chart To add extra credit do one of the following Increase the score on any normal assignment Add a new assignment and set its status to Extra Credit To view how extra credit is affecting a student s grade see FAQ How can I check the calculations for one of my students on page 94 FAQ ve added an extra credit
67. ance report Chapter 15 Porting Can Easy Grade Pro import student rosters from my school s school administration software and can it export grade data back to it page 131 How do I set the record delimiter to the CR LF used by most Windows programs page 133 Contacting Orbis Software for Technical Support Orbis Software provides free technical support to registered users Before you contact us please be sure that you have read the FAQs above and you ve searched this manual Be sure to have the following information your registration number the version number of Easy Grade Pro Le 3 6 1 your operating system ie Win98 Mac OS 9 0 4 and a clear description of the problem If calling for technical support you are strongly encouraged to be at your computer Address P O BOX 73745 Puyallup WA 98373 Phone 253 848 6899 Pacific Time Fax 253 848 6505 fax only Web wwmorbissoft com or wwweasygradpro com Support support orbissoft com Sales salesQorbissoft com 12 noix Index Symbols Spoint grading system 33 37 A ab absent 36 assignments 56 asses 27 28 29 students 51 tem 89 Add Assignment tool 56 Add Furniture tooi 80 Ad Student tol 51 assignment dart B1 printing 110 assignments adi 56 Can be dropped 58 category 58 change name 60 dart 81 copying 59 date 58 delete 60 atra Gedi 5t managing 60 maximum score 57 Negative Points 58 Notfor grade S8 points 57 progress report op
68. as been returned It can also be used to temporarily turn off a group of assignments so that they do not influence the overall grades Negative Points A score entered for a student will decrease the number of points the student has earned without decreasing the number of points possible causing the average to go down Students without scores are unaffected 7 Select the Display Scores option Use this to set whether the scores will appear as scores percents or grades in the score chart A pop up menu in the score chart see page 73 can override this setting 8 Select the Progress Report option Progress report options include the following items Include Assignment The assignment will be included on every progress report whether the student has a score or not Include if Student has Score The assignment will be included only if the student has a score This option allows you to add columns to your score chart that only apply to one or some students It also allows you to enter assignments in advance and prevent them from appearing too soon in progress reports Exclude Assignment The assignment will not be included in any progress report CHAPTERS Students and Assignments 59 9 Optional Enter text in the Note field Text could include the assignment objective or purpose It can also be used in conjunction with custom filters to allow you to show or hide the assignment based on any criteria that you choose 10 Select
69. ate Use this format to create a new gradebook that has only the settings from the gradebook options class options comments windows The template can be used by others when starting their gradebooks Export Attendance This format is usually not selected directly because it is automatically used whenever the Export Attendance tool is selected from the tool bar For help refer to the section Exporting Attendance on page 133 Export Report Card Data This format can be used to export student grade data to database software that prints custom report cards This is explained in detail in the section Using the Report Card Data Format on page 136 Export Summary Comments Use this format to create a text file of the list of comments found in the Summaries window HARTER Porting 131 Other Formats The formats that appear under the Other Formats tab can only be used to export student data to text files There is a small blue arrow above the list of formats which allows you to duplicate or create a plug in of a format A plug in isa small file that makes it easy to distribute a format to other Easy Grade Pro users See Using Plug ins on page 138 for additional information 5 If the Export Preview window appears verify the data and click the Export button FAQ Can Easy Grade Pro import student rosters from my school s schoo administration software and canit export grade data back toit In many cases the answer is Yes If your s
70. atically put a check or x for the appropriate term in the Records window for the class It will then switch to the new term and automatically copy the students to it from the prior term Be sure to take a look at Working with Terms on page 89 for a thorough discussion of this topic To rename a term 1 Choose Records from the Chart menu or click the Records tool E 2 Select the Classes tab 3 Edit the name of the term This change applies to all classes in a gradebook Setting Options Easy Grade Pro attempts to accommodate your grading style by providing options on two levels class as well as gradebook Class options apply to a single class in one term Gradebook options apply to all classes Since getting Easy Grade Pro to match your style is so important this chapter should not be missed About Class Options Each class within your gradebook has its own grading scales score categories special scores attendance categories and other options Together these are known as class options because they are stored with the class and are unique to it A class does not have options until you view it for the first time Easy Grade Pro will automatically copy options into it from another class either from a prior term class or from an adjacent one If there is no other class because it s your first one Easy Grade Pro will copy from a built in set and display a message letting you know what it has done Since the built i
71. bels for the vertical bars The percentage values are more important they are used to calculate new scores for your students Tune Fine Treasure unt Greener mear rxism aml J Da set fees os 4 Decide how many steps you want in your curve Then type the step labels in the Grades in Curve column and the percentage values in the Value of Grades column Click the Create button 5 From the Interval menu choose the desired score interval for the graph The interval affects curving because all the scores in an interval are curved as a group 6 From the Size menu choose the desired screen width for each interval The size does not affect curving only the readability of the graph 7 Change the distribution of grades by dragging the vertical bars left and right or by clicking the two Shift buttons The students to the immediate right of a bar will get a score based on the percentage value of the bar 8 Optional To show the true percent or the curved percent of any grade bar press on the grade label at the top of the bar A menu will appear with options To sce the names of students and curved percents click on any box in the graph 9 Click the Curve button A new assignment column will be added to the score chart immediately after the original assignment with scores based on the percents in the curve scale The original assignment will be set to Not for Grade status and
72. chool administration software can produce a roster file for a class in text format and if it can read a grade file for a class in text format the standard version of Easy Grade Pro can probably share data with it You or someone at your school with the proper knowledge and expertise may have to create import and export formats within Easy Grade Pro Plug ins can be used to distribute the formats to other users For help see Creating Formats for Importing or Exporting on page 131 and Using Plug ins on page 138 In some cases custom versions of Easy Grade Pro are required Contact Orbis Software for availability and pricing for custom versions Creating Formats for Importing or Exporting If you wish to import or export student data with spreadsheet database school administration and other software you may need to create an porting format This section explains how to create formats that appear under the Other Formats tab in the Import and Export windows Creating formats requires a certain amount of knowledge of file formats and ASCII codes In addition it requires 100 accuracy or else unpredictable results may occur Proceed with caution By default Easy Grade Pro separates fields pieces of data using tabs ASCII 9 and separates records using a CR carriage return ASCII 13 Many word process ing spreadsheet and consumer database program also use this format when porting In the PC world many programs use a CR L carriage return
73. computer Then start your web browser choose Open from the File menu and open the report 2 Attach the report to your email message With many email programs you can simply drag the report file into the message window If this doesn t work use the Attach tool of the email program to attach the report Porting Porting refers to the transfer of data to and from your gradebook To import means to copy data from another file to your gradebook To export means to create a new file that holds data from your gradebook This chapter explains the many ways you can port data Importing Typically importing is used to bring student names and other student record information into a gradebook but it can also be used to import options scores and more You can import from Easy Grade Pro gradebooks and text files To import 1 Select Import from the File menu or use the Import tool 1 amp 4 to open the Import window The Import window has two tabs Under the first you ll find the built in formats Under the second you ll find user defined and other editable formats A format specifies the fields and structure of the data to be imported Tapa Tron ar Ert arsi bor summary Comments est 2 CHAPTER 15 Porting 2 Optional If the format that you need is not present you can create one by first licking the Other Formats tab and then clicking the New Format button For help in
74. ct the Include Attendance box If you want to record attendance on the handheld be sure to set a calendar for the class in the Class Options window before syncing Calendars cannot be set on the handheld To minimize sync time only set calendars in classes for which attendance data will be recorded FAQ How do switch the dasses in EGP Clipboard to my new tern Choose Palm Setup from the File menu or click the Palm Setup tool From the tist deselect the classes in the old term Then select the clases in your new term that you d like to have appear in EGP Clipboard Keep in mind that you may change your selection of classes at any time EGP Clipboard will sync the changes in your handheld before switching to your new clas selections Students and Assignments AClass Without Students Whenever you view a class that has no students a window will appear shown below requesting that you choose how students are to be added to the class ORTU pov merry Whenever possible click the Copy Students from the PRIOR TERM button because the students will appear without any more effort on your part and will be identi cal in both classes The Copy Students from another Class button should be your second choice This is explained in the section Copying Students to other Classes on page 59 If you have access to another Easy Grade Pro gradebook or a text file with the students you can click the Import from another file bu
75. d lists of student grades on one or more assignments It mirrors the Assignment Grades view of the Summaries window It can be used as a poster for displaying grades on an assign ment You can sort students in different ways display them by name or ID and can include a variety of statistics To use it as a poster set the Students option to ID only and the Sort option to by ID or Randomly Beste rne ERES Other Reports Attendance Summary The attendance summary report includes a chart of student attendance totals broken down by category and term It mirrors the Class Attendance view of the Summaries window It can be used for reporting attendance information You can include a key to your attendance codes To set the order and attendance codes of the columns turn on Use Custom Column Options and click the set button 112 GUTER 12 Printing Reports Other Reports Class Summary The class summary report includes a chart of overall term and category grades It mirrors the Class Grades view of the Summaries window It can be used for reporting grade information and as a poster You can include points percents and grades To set the content of the columns turn on Use Custom Column Options and click the set button To use it as a poster set the Students option to ID only and the Sort option to by ID or Randomly To minimize the paper used see FAQ How can I maximize the columns on each page on page 1
76. e If your printer doesn t support scaling set the font size to a value so that the report fills but does not exceed the page ee j i ME re D me j oe em IIR 10 HAPTER 12 Printing Reports Chart Reports Student and Assignment Charts These reports mirror the onscreen student and assignment charts They can be used for archiving record information and for creating specialty reports for book numbers phone number addresses etc Options allow you to set the content of the columns and to set a title for the report To set the order and content of the columns turn on Use Custom Column Options and click the set button To mini mize the paper used see FAQ How can I maximize the columns on each page on page 102 poene a C ems ns eee per issignment and Class Graph The assignment and class graph reports allow you to print the bar graphs that appear in the Summaries window You can include different statistics and choose to have the graphs printed in color Easy Grade Pro will automatically include as many graphs per page as will fit If your printer allows it use the Page Print Setup options to set orientation to landscape view and scale to about 7596 for six graphs per page and to 150 for a graph that fills the page CHAPTER 12 Printing Reports 111 Other Reports Assignment Summary The assignment summary report allows you to print ranke
77. e Pro be networked site license versions only Easy Grade Pro can be run from a computer s hard drive or from a networked server Because servers are generally slower and less reliable than the hard drives attached directly to computers we recommend that you install Easy Grade Pro directly to each computer Easy Grade Pro for Macintosh can be installed to a server using the standard installation instructions Easy Grade Pro for Windows can also be installed to a server but you will need to copy certain registry entries at HKEY LOCAL MACHINE SOFTWARE Microsofi Windows V Current Version Uninstall Easy Grade Pro to each worksta tion before the program can be used CHAPTER 1 Getting Started 7 Registering Easy Grade Pro The first time you use Easy Grade Pro a registration window will automatically appear Carefully type the registration number found on the License Installation card Be sure to include the dashes Click OK Then type the registration name school name for a site license or teacher name for a single user license and click OK Be careful when entering the registration name because it will appear near the top of all reports How to Use this Manual If you are a busy educator with litle time to spare be sure to take advantage of this user manual Its descriptions step by step instructions and illustrations will save you lots of time and help ensure that you set up your gradebook properly in the beginning Some part
78. e blank or between 0 and 100 If you leave this blank the special score will have no affect on a student s grade 6 If you would like the score to be picked up when a missing work report is printed or when a missing work filter is used be sure to set the Missing attribute For information of using special scores refer to the section Entering Scores starting on page 61 FAQ How do enter a check mark as a special score Easy Grade Pro allows you to use nearly any font on your computer that includes the alphabet numbers and punctuation On Macintosh computers most fonts that have these characters also have a check mark Simply type option v to get it On Windows computers the check mark is only found in specialty symbol fonts that are not suitable for use in Easy Grade Pro because they do not include alphabetic and numeric characters FAQ How do Iset up my 5 pont or some other point grading system Part 2 This is a continuation of a FAQ started on page 33 Because of the tremendous range of percents that occurs when the maximum score on an assignment is as low as 5 Le 1 5 2096 2 5 40 3 5 60 4 5 80 5 5 100 the use of special scores instead of numbers may be a better way to set up a 5 point system Your special scores could be 5 100 4 90 3 80 2 70 and 1 60 Ifyou were to enter a 5 as a score the student would receive 100 of the maximum score for a 4 the student would receive 80 and so o
79. e the Find and Again buttons Searching works in both views Windows To resize the Help window press and drag the lower right corner Tutorial Four Short Lessons The lessons in this chapter will introduce you to the structure tools and options found in Easy Grade Pro The time spent here will almost certainly save you as much and more time later The word to remember is explore these lessons are meant to be springboards for your own exploration of Easy Grade Pro Lesson 1 Moving around in a Gradebook 1 Open the gradebook named Demo Gradebook To do this on a Macintosh computer double click on the icon titled Demo Gradebook found inside the Easy Grade Pro Folder On a Windows computer click on Start in the corner of your screen point to Programs point to Easy Grade Pro and click Demo Gradebook eee oe eee oon Te Fawr demon naan Tm 3I TIDETTIEITTISIST SEED E 72 CHAPTER 2 Tutorial Four Short Lessons You should be viewing the gradebook of a fictitious sixth grade teacher Ms Demo who teaches reading math language arts and science She also teaches science to the students in the other sixth grade class The other sixth grade teacher teaches Social Studies to both groups Ms Demo is currently in the second quarter of the school year and you are viewing the score chart for the class Quarter 2 Reading Notice the name of this class on the to
80. e two assignment views in the Summaries window as follows E Assignment Graph This view like the Class Graph view displays a bar graph of grades on an assignment To see the students that a bar represents press on the bar alist of students will appear To print the graphs print the Assignment Graphs report Assignment Grades This view like the Class Grades view displays a list of students with points percents and grades for the assignment The list is ranked from highest to lowest average and provides some statistical information at the bottom To print the list print the Assignment Summary report 100 GUTER Ting Summaries Using the Mini Summary Window The Mini Summary window can display graphs and lists while you are working in any of the five charts It can also be used to attach footnotes to scores and show score notes in the score chart To make the summary window visible choose Show Mini Summary from the Edit menu Select the item again to hide it The small menu in the upper left corner of the window can be used to switch between the seven views These include Class Graph Assignment Graph Student Graph Student Grades Student Attendance Score Footnotes and Score Notes E pn F femen ms on oats The views of the Mini Summary include A Class Graph B Assignment Graph C Student Graph D Student Grades E Student Attendance
81. e working with attendance seats or student record data i e phone numbers check out Chapter 7 Using the Other Charts for explanations and suggestions about the three other charts available to you Chapter 8 The Most Important Chapter If you only read one chapter it should be Chapter 8 Making and Managing Backups Computers fail security can be compromised It is essential that you follow a fail safe plan for protecting your important student data Chapters 9 16 The Other Chapters There are eight additional chapters that you may find very helpful If you plan to use Easy Grade Pro at more than one location take a look at Chapter 9 Working at Home and School When a term is coming to an end and a new term is begin ning be sure to read Chapter 10 Working with Terms To learn how to utilize powerful summaries check calculations and enter notes and comments examine Chapter 11 Using Summaries Most likely you ll benefit from Chapter 12 Printing Reports It explains how to utilize Easy Grade Pro s nineteen reports If you d like to publish your student reports to the internet or email reports to parents be sure to read Chapter 13 Internet Reports and Chapter 14 Email Reports Chapter 15 Porting includes technical information on transferring data between your gradebook and other files If you have a question about using Easy Grade Pro be sure to take a look at Chapter 16 Technical Support It includes a list of some of the
82. e wrong How dol fithis This problem occurs if you change grades or attendance marks in a prior term class after you ve combined its data with your current term class To fix this choose Term Tools gt Recombine Terms from the Tool menu This will copy the changed data to your current term class FAQ need to print reports that show grades from multiple terms but I don t want the grades to be combined to form a mukti term overall grade What do Ido Choose Term Tools gt Combine Terms from the Tool menu In the Term view of the Class Options window combine your terms using weights but set the term weights to 100 for the current term class and 0 for all the prior term classes FAQ Ihave toindude a weighted final exam What dodo When a final exam must be weighted with one or more other terms the final exam should be treated in the same way as the other terms As an example you might set up your terms in the Records window as follows Semester 1 Semester 2 and Final Exam Your Final Exam will actually be a separate class within your gradebook From within the Final Exam Class you might set the combine term options as follows Semester 1 40 Semester 2 40 and Final Exam 20 The overall grades will be found in the Final Exam clas Using Summaries Easy Grade Pro provides two powerful tools for analysis of student performance the Summaries window and the Mini Summary window This chapter explains how to utilize these wind
83. earch other classes if the student cannot be found in the current class If you have the same student in multiple classes you may wish to search using some other search field that you ve set up for this purpose 4 Click Exit The window will close You are now ready to begin entering scores 5 Select the score cell for the first paper Enter the score and press enter The Find window will reopen 6 Enter a few letters of the name from the next paper Easy Grade Pro will at tempt to complete the student s name for you 7 Click Find or press enter Easy Grade Pro will find the student and select the score cell in the same column as before If the wrong student is selected edit the search text and click the Find Again tool Gg choose Find Again from the Tool menu or simply press enter twice to find to the next match If the selected cell is in the wrong assignment column use the arrow key to switch columns 8 When you are done deselect Continuous Search Mode and click Exit The window will close and remain closed FAQ How does Easy Grade Pro treat blank score cells How can easily set al blanks to a certain score In Easy Grade Pro a blank score has no value and is completely ignored when calcula tions are made This allows you to add assignments in advance without affecting calculations It also allows you to add assignments that are not meant for all students If you set an assignment s Progress Report option to Inc
84. ed Course Set this to the appropriate custom field in the Records window This field is required Section and Period Set these to omit or to the appropriate custom fields in the Records window Students and Assigns Use these to set which students and assignments are to be included Use these in conjunction with the filters found in the View menu Teacher Put your name in this field Email Put your email in this field This field is required TehrID Put your password in this field for access to Basmati This field is required Phone Put your school phonef in this field Control Leave this field blank unless instructed to use it 5 Click Create and save the Basmati txt file to the desktop of your computer or some other location 6 Quit Easy Grade Pro 24 CHAPTER I Interet Reports 7 Upload the Basmati txt file using your web browser Using your browser access your school s Basmati Faculty page After logging in click the Submit File button Then click the Browse button shown below Find and select the Basmati txt file your created with Easy Grade Pro Then click the Submit File to Basmati button For security be sure to delete the Basmati txt file when done uploading ASAAN mernet rade Posing Stam ECZETESU Li EI Basmati Submit file I Faculty Menu eed H oen _E Simris tote A i i I E T Email Reports Using Easy Grade P
85. elected Categories are used in graphs summary charts filters and reports They help provide useful information about a student s performance They can also affect a student s overall grade if the weighted categories option is turned on A class can have up to fifteen score categories Te sea n mume qnm m zB WE peer Wr Miene e Jason jus Eu fos Tea Sagay a vee F o a carpe CHAPTER 4 Setting Options 35 To edit category options 1 Open the Class Options window to the Category view 2 View and edit the category names Since each class has its own set of options you can use subject specific names such as Lab Activity 3 Turn on category weighting click the Yes button if you want your categories to have a certain proportional effect on overall grades Enter percents in the Weights column so that their sum is 100 To learn how category weighting affects calculations refer to FAQ How a Student s Overall Grade is Calculated on page 66 If you turn on category weighting do not set up a single category just for extra credit See FAQ I ve added an extra credit assignment but student grades haven t changed Why on page 70 for an explanation of this 4 If you would like to use a special grade scale for all assignments in a certain category select it from the last column As an example you can have a category named Effort that uses a 1 2 3 grade scale Easy
86. ell in a column 2 Press the key To delete one or more scores 1 Select the scores To select multiple scores press on the first and drag to the last 2 Press the delete key To move a group of scores Use these steps if you have entered a group of scores into the wrong cells perhaps offset by a single row or column 1 Select the first score cell in the group and drag to the last 2 Choose Cut from the Edit menu 3 Select the first cell where the scores should go 4 Choose Paste from the Edit menu 2 GUAPTER Using the Score Chart To enter a special score i e mi using its shortcut i e m 1 Make sure that the typing mode is set to Allow typing of Special Score Shortcuts This can be set using the typing mode menu on the tool bar see the illustration below or in the General view of the Gradebook Options window 2 Select a score cell 3 Type the shortcut key Do not press enter or return Easy Grade Pro will auto matically advance to the next cell Bae E ea eae Jr n o Ingo a9 48S lt 00 DUOENGORRCKGCRAGCE OR RI RN n I Use the grade click menu A to show or hide the row of grades and special scores Use the typing mode menu B o switch between typing shortcuts and typing of grades and special scores To enter special scores and grades by typing 1 Make sure that the typing mode is set to Allow typing of Grades and Special Scores This can be set using the typing mode menu on t
87. endance categories An attendance category has four attributes The category such as Excused Absence is the full name of the category The master category such as Absent names the major grouping that the category belongs to The code such as AE is the one or two character mark that is entered in an attendance cell The value is used when calculating totals and should be 1 00 for full day marks 0 50 for half day etc Easy Grade Pro will calculate totals for all of your categories and master categories CHAPTER 4 Setting Options 39 To edit attendance category options 1 Open the Class Options window to the Attendance view 2 To edit the list of Master Categories first press and hold on any row in the Master Category column From the menu that pops up choose Edit this Menu In the window that appears edit the list of master categories 3 For each of your attendance categories select the Master Category and enter the category code and value Once you start using your attendance codes it is important that you don t change their order or meaning and that you don t delete items that are in use Class Options Calendar Calendar options are used to set the days of the week the starting and ending dates and no school days These only need to be set if you plan to use the class for recording attendance marks Tass plans for Quarter A Rea sen eem esso ree sare e Jem m aot ee e HEE
88. eports only for students who are at risk of failing FAQ How can I get a progres repotto ft on a single sheet of paper One way to shorten a progress report is to limit the number of assignments that are included There are two common ways to do this 1 in the options window for a progress report click the set button after the Assignment Chart option choose Assignments on or after gt from the Include menu and set a date on the calendar 2 in the score chart use items in the View menu to hide some of the assignments in the options window for a progress report click the set button after the Assignment Chart option and choose Displayed Assignments Only from the Include menu FAQ Some assignments are not showing up in progress reports How do fix this From the Chart menu choose Assignment Find the column labeled Progress Report Make sure you don t have this field set to Exclude on assignments to be included 106 HAPTER 12 Printing Reports FAQ Why are asses missing on a student s multi cass progress report Why am I getting two different multi dass progress reports for a student each with different asses The student s name or ID number is different in the different cass es Correct the name or ID number and print again FAQ How do I remove the Overall column in a multi dass progress report Ifyou have combined two or more terms the multi class progress report automatically includes columns for each term and for the overall g
89. ept seating find and explore the filter menus Dema Gradebook Trj Gt sues Ter e gases op E pm mac ig gii DENS pu Sagem gue ma EE ee 5 Av Ti o Press on the four menus circled to filter students and assignments and to set the display of scores Part D Setting the Display of Seats and Furniture The seating chart allows you to place seats and furniture nearly anywhere It also allows you to change the shape size rotation and color of these items Use the Chart menu or tabs to switch to the seating chart Then try these Move a single item by dragging it Swap two seats by dragging one to another The upper left corners must be aligned Select more than one item by clicking while holding down the shift key or by dragging a rectangle around the seats Draga group of selected items Double click on a seat to open the Seat Options window Try different settings Double click on a piece of furniture to open the Furniture Options window Try different settings CHAPTER 2 Tutorial Four Short Lessons 21 imd C etc T osi C idm pem our Cau Part E Other Tools and Windows Many special windows can be opened by double clicking right clicking and control clicking in different regions of the charts Try these suggestions for openin
90. found under the Built in Formats tab of the Export window It has the following fields Field 1 Selected Date Field2 ID Field 3 Last Name First Field 4 Selected Day s Attendance If desired you can create your own custom format See the section Creating Formats for Importing and Exporting on page 131 for help In order for Easy Grade Pro to use your format it must be named Export Attendance It is best to include the format in a gradebook template Calendar Settings Attendance data cannot be recorded until calendar options have been set in the Class Options window Export Attendance Tool The Export Attendance tool is used to start the export process It must be placed on either the tool bar or tool palette To add the tool press and hold on any occupied or unoccupied tool location Select the Export Attendance tool from the menu that appears It is best to include this setting in the gradebook template Gradebook Template A gradebook template can be used to ensure that all teachers gradebooks have the same settings It also minimizes the work that teachers must do First create a gradebook with the right settings Then create a template of the gradebook Refer to the section Exporting starting on page 129 for help Teachers should create their gradebooks directly from the template HARTER 15 orig 135 To export attendance Before you can export attendance your gradebook must have the correct atten
91. g special windows in the score chart Double click on a row number or column number to open the Summaries window for that item Double click on any student or assignment name to open the Records window Double click on any score cell to open the Score Note window Single click in the small box to the left of the first score for any student to open the Lock Curve Grade window Right click Windows or control click Macintosh on student names and assignment names Lesson 4 Working with Reports In this lesson you will be taken through the steps of selecting a report its range and options Then instead of printing the report you will preview the report on screen The Demo Gradebook should be open You can be in any class 1 Click the Print too E on the tool bar or choose Print from the File menu The Print Reports window will open Notice that there are three tabs with differ ent reports listed under each for a total of nineteen reports 2 Click the Student tab select the Single class Progress item and click Next After licking the Report Options window will open The Report Options window allows you to set options for the report and then preview or print the report There is a different Report Options window for each report 22 CHAPTER 2 Tutorial Four Short Lessons 3 The upper half of the Report Options window allows you to select the students to receive reports The lower half allows
92. he main page named index html other special files as well as a folder with reports for each class You must use the same folder name every time you create reports so that the link to your index html does not break 7 Quit Easy Grade Pro and view the reports using your web browser Although there is no way to preview the HTML reports within Easy Grade Pro it is easy to view them using your web browser before you upload them to the web server Find the folder you created open it and double click on the index html page If it doesn t open first open your web browser choose Open ftom the File menu then navigate to the index html page and open it If there is an element in the main page or in the reports that you would like to change delete the folder and start over 8 Use a file transfer protocol ftp program to upload the folder to your web server Your school may provide you with the instructions and software necessary to complete this step For security be sure to delete the folder from your com puter when done with the transfer 9 Using a web design program provide a link from you school s web page or a personal web page to the index html page within your folder of grade reports You will need a web design program to set up the link Your school may provide you with the instructions and software necessary to complete this step or it may be done for you CUPTERT ntemet Reports 119 Using Edline Edline provides a complete Internet
93. he tool bar see the illustration above or in the General view of the Gradebook Options window 2 Select a score cell 3 Type the full text of the grade or special score 4 Press enter or return To enter special scores and grades by grade dicking 1 Make sure that the row of grades is visible on the tool bar see the illustration above Alternately you may use the tool palette To make the tool palette visible choose Show Tool Palette from the Edit menu 2 Select one or more score cells To select multiple cells press on the first and drag to the last 3 Click on the grade or special score on the tool bar or palette For additional information on working with grades and special scores see Class Options Grade Scale on page 32 FAQ What is grade clicking How does it work on page 33 Class Options Special Score on page 36 and To display scores as raw scores percents or grades on page 73 CHAPTER 6 Using the Score Chart 63 Tofill down a score To fill down means to copy a score from a starting cell downwards to the last row Itis typically used when most of the scores on an assignment are the same If there are a few scores that are different they can be changed after filling down 1 Select a score cell 2 If the cell is blank type the score but do not press enter 3 Select the Fill Down tool Fp or choose Fill Down from the Tool menu Tofill across a score To fill across means to copy a grade f
94. idth of a column move the cursor until it is over the vertical line to the right of a column title Press on the line and drag the line to the desired location To view the record for any row double click on the row To rename any of the twelve custom field columns in the student chart double click on the row and edit the Custom Labels As with the score chart you can use filters dragging of rows find fill down and cut copy and paste on rows and columns The last six columns of the student chart can be used to enter comment num bers Although it is easier to enter student comments in the Summaries window the student chart can be used to view and edit groups of comments FAQ understand how Easy Grade Pro calculates but the overall grade seems wrong What should do The very first thing to dois to choose Assignment from the Chart menu and check out the settings for your assignments Check the Max Score and Points columns and if you use category weighting check the Category column Perhaps you have Points set to 1000 when you intended 100 or have some other unintended setting that is throwing off the calculations If this doesn t solve the problem check out FAQ How is a student s overall grade calculated on page 66 FAQ How can I check the calculations for one of my students on page 94 and FAQ What are maximum score and points How should I set them on page 57 Making and Managing Backups Why you Should have
95. ile menu or select the Lock tool E turn on the Password protect when Lock only option TOES E Imm en em emerara marie rosse a Ale Tato f emer datain chare O wren Losk ony Sovan ane When Ciose or Ot A vnen dorret S aom prompt fr ved D saa assignment 3 prompt torean Dias Copy Data window pter baci window Biormi reper oa FAQ don t remember the password How do get backin Ifyou are unable to get into your gradebook call Orbis Software for help If you are a registered single user license holder or if you are the contact person for a school that holds a registered site license you will be given a special one day password that will allow you to open the gradebook and set a new password See the appendix for phone number and times in which this support is available 4 By default Easy Grade Pro will prompt you to make a backup of your grade book whenever you close it Keep in mind that Easy Grade Pro automatically saves all of your work the backup prompt is primarily for making a copy of your gradebook for archival purposes Use the When Close or Quit options to change the standard behavior For important information on making backups see Chapter 8 Making and Managing Backups 5 If you will have an assistant help enter student data use the Set TA Password button to set a password that allows limited access to your gradebook The TA or teacher assistant m
96. information you needed promptly cick the Balloon Help tool B to um of the balloons Status Bar Help Windows only The status bar is a region at the bottom of the main gradebook window It provides information about the item currently pointed to by the mouse arrow To turn the status bar on choose Show Status Bar from the Help menu When an objectis pointed to with the mouse arrow text will appear like the text shown below To turn this help off select the menu item again The status bar can display information about most objects in the main window 10 CHAPTER 2 Easy Grade Pro Help Help Window To get detailed explanations and step by step instructions use the Easy Grade Pro Help window To open this window click the Help tool CE found in most windows Easy Grade Pro will display information based on the window in which the tool is clicked The Help window has two views Index and Contents The Contents view displays information on a single topic while the Index view contains a list of topics Lene een tiree capo tc novio af Umea hao amaS ERAN G mer eerte tape E a je eene e e The Contents left and Index right views To switch between the Contents and Index views click the View button in the lower left corner To view adjacent topics click the lt lt and gt gt buttons To search for a specific topic us
97. ing If the name is blank it will be filled in automatically during the first sync Do not reset the user if there are unsynced gradebook changes on the handheld 4 From the list select the classes to be copied to the handheld You may select up to sixteen classes from one term If a selected class has no students it will be ignored You may change your selection of classes at any time EGP Clipboard will sync the changes in your handheld before switching to your new class selections Don t select unneeded classes each adds roughly five seconds to the sync time 50 GUTER Setting Options 5 Choose the students to be copied to the handheld You can choose to include all students displayed students based on the items in the View menu or students with missing or blank scores Withdrawn students are never copied The students that appear on the handheld can actually change each time you sync If your selection results in no students to be copied the class will be ignored and not appear on the handheld 6 Optional Select the Include Assignments box and choose the assignments to be copied to the handheld You can choose to include all assignments displayed assignments based on the items in the View menu or assignments with missing or blank scores The assignments that appear on the handheld can change every time you sync based on your setting To minimize sync time only include assign ments needed until the next sync 7 Optional Sele
98. le for your use the tool palette and mini summary Both can be shown or hidden from the Edit menu If you would like these windows to automatically move to the upper left corner in the score and attendance charts and move to the bottom in the other charts turn on the Palettes automatically position based on chart option Since the floating window will likely cover data in some of the charts you may want to turn on the Palettes hide in Seating Student and Assign charts option 8 If your gradebook is large and you want to email or use a floppy disk to transfer it to another computer on a regular basis you may wish to turn on the Compres sion always ON option to keep your gradebook as small as possible There is a speed penalty when this option is on You can also compress your gradebook at any time by choosing Compress from the File menu Gradebook Options Security Use security options to set your teacher and TIA passwords backup preferences and TA access privileges To edit security options 1 Open the Gradebook Options window to the Security view 2 Use the Set Teacher Password button to open a window where the teacher password can be entered or changed This password is used to gain full access to a gradebook 46 CHAPTER Setting Options 3 To have your gradebook automatically lock whenever it is closed turn on Password protect when Lock Close or Quit option To have your gradebook lock only when you choose Lock from the F
99. lude if Student has Score the assignment won t even appear in a report until the student has a score The Show Blanks filter can be used from the View menu to hide all scores except those that are blank Don t think that youll have to spend a lot of time filling in all the blanks with zeros the Change Scores tool 3 can easily change all blanks or just some blanks to zeros or something else with just a few clicks See the next section CHAPTER 6 Using the Score hart 65 To convert blank cells to a certain score Using the Change Scores tool you can change scores of one type such as blank to another score such as mi You can choose to change scores on all assignments displayed assignments or just selected ones 1 Optional If you want to change scores on some but not all assignments select the assignments by pressing on the column number and dragging left or right or use a filter in the View menu to show just certain assignments 2 Select the Change Scores tool s or choose Change Scores from the Tool menu If this tool is not visible press on any tool or empty tool location and hold the mouse down for at least a second From the menu that pops up choose the tool Tange scores E ER Joe Tor e mr aspayedessignments C selected assignments ONLY Cinius Net for rad 3 Use the first menu to select the score to change If you select Text Score
100. n This use of special scores has advantages over the use of true numbers 1 the range of percents is more typical 2 you don t have to use a modified grade scale 3 percents can 38 GUPTER Setting Options be displayed in reports if you choose and 4 you don t have to use a maximum score of 5 on every assignment use whatever you want on any assignment Create your special scores in the Score view of the Class Options window Put the amp 5 and other scores in the Code column Be sure to add the tor some other symbol to minimize confusion with true numeric scores Put the percents in the Value column Be sure to create a shortcut for each to make data entry of your special scores very fast Class Options Attendance Category Any class can be used for recording student attendance marks If you are an elementary teacher you may find it best to use your first class of the day for recording attendance when you print multi class progress reports Easy Grade Pro will automatically find and use the right class when printing the attendance chart portion of the report If you are a secondary teacher you can record atten dance in every class sae on es oma t r v n tn 1 E mene So To record attendance marks in a class attendance categories and a term calendar must be set up Setting up a calendar is discussed in the next section You can set up to fifteen att
101. n about a student in multiple classes or subjects the single class report includes information on a single class only Major Report Options To customize the labels used in a student report click the Labels button in the main Print Reports window Grades menu Use this menu to set the display of grades throughout the report as percents only grades only or both Custom Student title To include a title with up to four lines of custom student data Le class rank overall grade phone number select this item Click the set button to select the items If you include an overall grade in a multi class report Easy Grade Pro calculates a weighted average based on the class weights in the Classes view of the Records window Intro amp Postscript Text To include a message signature line explanation or other text at the top and bottom of each report select this item To view or edit the text lick the set button Grade Summary Chart To include a chart with overall category and other data from the Student Grades view of the Summaries window select this item To set the content of the chart click the set button Assignment Chart To include a chart with assignment data select this item To CHAPTER 12 Printing Reports 105 control which assignments and data are included click the ser button If you choose to include Displayed assignments only be sure to use items in the main View menu to display the de
102. n reports use the Show Students menu Note this does not affect the display in the seating chart use the Seat view of the Class Options window instead 5 Use the Show Grades menu to set the display of grades in the Overall column of the score chart to percents only grades only or both This does not affect the 4 CHAPTER Setting Options display of grades in a student s progress report use the Grades menu in the Report Options window instead 6 An E can appear after a student s name in the score chart if the student has any scores that count has missing Use the Show E for missing work button to turn this option on or off Gradebook Options General Use general options to control the behavior of typing warnings scrolling the movement of palettes and compression EET Miseigrgok Spe cns note cranes raens esras rts revaeraster T esevet changed ecc Soo te stent tact T biet s oste veet Papers snap aceon TE Taen Seain tt or asp ie Compos T ears tonser gaan int bu a To edit general behavior options 1 Open the Gradebook Options window to the General view 2 Choose between the Allow typing of Special Score Shortcuts and the Allow typing of Grades and Special Scores options The first item allows you to type a shortcut like a and have Easy Grade Pro automatically enter an ab and jump down to the next cell Special scores and their shortcuts are set in the Score view of the Class Options window
103. n set is unlikely to match your style you ll want to edit it as soon as possible ideally before you view other classes To view or edit the options choose Class Options from the Edit menu or click the Class Options tool EI In the window that opens you ll find a series of tabs one for each type of option There is a section in this chapter for the options found under each tab except for the Term tab which is covered in Chapter 10 Keep in mind that the changes you make to the options will have no effect on other existing classes in your gradebook This allows you to have options that vary from class to class and term to term However since you ll likely have some options that you ll want the same in all classes be sure to read the section Copying Class Options to other Classes on page 42 32 GUPTER Setting Options Class Options Grade Scale A grade scale is used to convert the percent on an assignment a category average and the overall average to some meaningful label called a grade For example it may be used to convert a 98 to an At A scale consists of one or more grades with a minimum or cutoff percent for each Grades can be letters A B C words Outstanding Satisfactory or numbers 4 00 3 00 A class may have multiple grade scales Each student is assigned the first grade scale but you can have different scales for different students You can even assign scales to score categories in case you wish
104. need to print reports that show grades from multiple terms but I don t want the grades What is going on page 84 to be combined to form a multi term overall grade What do I do page 92 I have to include a weighted final exam What do I do page 92 Chapter 11 Using Summaries How can I check the calculations for one of my students page 94 Chapter 12 Printing Reports How can I maximize the columns on each page page 102 How to I print multiple reports per sheet of paper page 103 CHAPTER 1 Technical Support 141 How do I change the teacher or school name that appears on reports page 103 How can I get a progress report to fit on a single sheet of paper page 105 Some assignments are not showing up in progress reports How to I fix this page 105 Why are classes missing on a student s multi class progress report Why am I getting two different multi cass progress reports for a student each with different classes page 106 How do I remove the Overall column in a multi class progress report page 106 How can I use the multi class progress report as a report card for multiple teachers grades page 106 How do I show points in a progress report page 106 How can I use a progress report as a missing work report page 106 Many reports allow me to choose Displayed Only for students assignments or dates What does this mean and how do I use this option page 108 san attend
105. ng your Assignments You can change the name or other data in an assignment s record You can change the order or delete your assignments This section explains how to perform these basic tasks To change an assignment name or other record data 1 Open the assignment s record by double clicking on the assignment s name in the score or assignment chart 2 Edit the name or other data Click Done To change the order of your assignments do one of the following Press on an assignment s name in the score or assignment chart and drag to the new location Choose Sort Assignments from the View menu You can sort by name date and category To delete a single assignment 1 In the score chart click the assignment s column number 2 Click the Delete tool fff or press the delete key To delete multiple assignments 1 Choose Delete Assignment from the Tool menu 2 Select the assignments to be deleted in the list Click the Delete button Using the Score Chart The posting and manipulation of student scores and notes can be tedious and time consuming This chapter explains Easy Grade Pro numerous tools to make the tasks both fast and easy Entering Scores This section describes a variety of ways to enter scores To enter scores by typing 1 Select the score cell 2 Enter any number from zero through 999 9 3 Press enter return or one of the arrow keys To repeata score 1 Select the score cell other than the first c
106. nment that has been submitted but is not to be graded It has no value and does not affect the overall grade ab short for absent is for an assignment not submitted due to an absence It has a value of 0 It implies that the assignment can and should be submitted for a new grade This score causes the assignment to appear in missing work reports mi short for missing is for an assignment not submitted and for which no valid excuse exists It has a value of 0 Teacher policy determines how this grade can be changed This score causes the assignment to appear in missing work reports inc short for incomplete is for an assignment that has been submitted but must be redone or completed It has a value of 0 It implies that the assignment can and should be completed for a new grade This score causes the assignment to appear in missing work reports CHAPTER 4 Setting Options 37 To edit special score options 1 Open the Class Options window to the Score view 2 In the Score Names column put the name to be used as a key in reports 3 In the Code column put the text that will be used as the score To avoid confu sion we strongly recommend that you not use numbers unless you include other symbols For example consider using 1 instead of I 4 Optionally you can include a single Shortcut key that when pressed enters the code into a score cell If used it must be unique in the list 5 The Value of a special score should b
107. nu that pops up choose the Prior Term tool 2 Repeat the process to add the Next Term tool 3 To relocate any tool press and drag quickly the tool to the desired location Combining Terms Class Options Term At any time you can combine your students grade and attendance data from two or more terms to produce multi term totals Once combined you can view summaries and print reports that include the totals and individual term data Tere eases Cored Wah ms prd cedere ome ee To set or edit term options 1 Switch to a class in your current term 2 Choose Term Tools gt Combine Terms from the Tool menu The Term view of the Class Options window will open shown above 3 You must decide to combine your term data using weights or points Select weights if you want each term to have a set value Don t use this method unless you are at or near the end of the current term because temporary grade distor tions can occur when the current term has only a few assignments Select points if you want the terms to be combined by summing all the points that a student has earned This option is not available if any of the classes being combined uses CHAPTER 10 Woking with Terms st category weighting 4 Choose to match the students across classes by ID or name Each student s ID number or name must be completely identical in all terms 5 Carefully select the prior term classes by pres
108. o that both computers have identical gradebooks at first Once you make changes to one of the gradebooks it becomes your current one turning the other into nothing more than a recent backup Be careful to work only with the current gradebook and to transfer it before working at a different location Otherwise you may find yourself with two gradebooks in which neither is current forcing you to retype data into one of them You may be tempted to use your gradebook directly from a floppy disk to avoid this problem Don t do this Floppy disks are too unreliable to be trusted with such important data Getting Started 1 Make sure that you have Easy Grade Pro installed on both computers and that they have the same version number i e v3 6 1 To find the version choose About Easy Grade Pro from the Apple Macintosh or Help Windows menu 2 If your gradebook is on a Windows computer we recommend that you move it to the Desktop or some other convenient location so that you ll have easy access to 86 GHAPTER9 Working at School and Home it To move it press on its icon and drag If you don t know where your gradebook s icon is try looking at this path C Program Files Orbis Software Easy Grade Pro Its name ends with egp 3 If you ll be transferring the gradebook from a Macintosh you may have to rename it so that it ends with an egp i e My Gradebook egp Rename it if 1 you will be transferring it to a Windows computer or
109. ode is designed to allow someone other than the teacher to enter student data while protecting the gradebook and the privacy rights of students When the TA mode is on many student data fields are grayed and access to menus and tools is limited Use the Allow TA to items to control the level of CHAPTER 4 Setting Options 47 access Options include entering data into charts switching charts switching lasses adding assignments copying data to other classes and printing reports To turn on the TA mode choose TA Mode from the File menu or select the TA Mode tool TA To turn off the TA mode choose TA Mode as before The pass word window will appear and the teacher password must be typed to regain full access It is suggested that before turning on the TA mode you use assignment and calendar filters to hide all columns except for those to receive data from the TA See pages 75 and 78 for help with showing and hiding assignments and dates Gradebook Options Clipboard Text Use clipboard text options to create and store sentences and paragraphs that can be used and reused in score notes summary notes and student reports There is no limit to the number of clipboard text items and each has a 32 000 keystroke limit Numerous variables can be added to the text Easy Grade Pro completes the variables with student data at the time the text is printed or pasted into notes A 50 000 word dictionary is available to help ensure that
110. of copy Whats going on Many programs prompt you to save your changes when you quit However with Easy Grade Pro since all changes are saved automaticaly it prompts you to make a backup copy of your gradebook and suggests a name of Copy of gradebook name Windows If you have a gradebook with a Copy of copy of in its name it means you are opening and using your backup copies instead of your main gradebook A backup copy of a gradebook is like an insurance policy it s something that you hope you never have to use Don t get your gradebook and its backup copies confused and don t work on a backup of your gradebook unless there is a good reason For more information on this see FAQ Easy Grade Pro saves automatically What does this mean on page 26 Working at Home and School Ifyou would like to use your Easy Grade Pro gradebook on computers at both school and home this chapter is for you It explains how to transfer your grade book from one computer to another using email or a floppy disk even if the computers are of different platforms Macintosh and Windows Using an Easy Grade Pro gradebook at two locations is similar to using a paper gradebook at two locations in both cases you have to move the gradebook back and forth There is however a fundamental difference that can cause problems if you re not careful When transferring an Easy Grade Pro gradebook using email ora disk you ll be leaving behind a copy s
111. ol bar E Ta TE co sae in cc b e marter zinean ae EN GCSE CD I 1 The Class menu on the tool bar indicates that the class being viewed is Quarter 2 Reading This menu can be used to switch to any class in any term of a gradebook 2 Press on the Class menu on the tool bar to switch to Quarter 2 Math Notice that Ms Demo s math class has most of the same students as her reading class but the assignments are different 3 Use the Class menu to move to Quarter 2 Science 1 and then to Quarter 2Science 2 Recall that Ms Demo teaches science to both sixth grade classes The science classes have the same assignments but different students To save time Ms Demo enters assignments into just one science class and then copies them to the other class You ll have a chance to do this in Lesson 2 4 Move to the Social Studies class to view a class imported from the other sixth grade teacher s gradebook Notice that the students are the same but other items are different because this class was created by the other sixth grade teacher Although Ms Demo does not teach this class she wants to keep track of her students performance in all classes and wants to include their Social Studies grades in the progress reports sent to parents and posted on her website So periodically she imports the entire Social Studies class from her associate s Easy Grade Pro gradebook using a floppy disk or her school s network 5 Switch back to
112. om Orbis Software With Easy Grade Pro you can create an electronic gradebook which like a paper gradebook can be used to store student information for all of your classes and subjects Better than a paper gradebook an Easy Grade Pro gradebook provides an abundance of tools to save you time provides you with a wealth of information and allows you to generate professional internet and paper reports What s New in Version 3 6 New ways to produce student reports for password protected internet viewing New HTML reports for attaching to your email to parents and students Compatibility with EGP Clipboard the Palm OS companion to Easy Grade Pro Color coding of scores and attendance marks Score categories can have unique grade scales for greater grading flexibility Curving of the overall grade using percentage offsets New tool bar tools Export Import Internet Palm Setup and Show Colors Easy combining of multiple gradebooks for printing of multi teacher reports Importing can now be used to update existing student rosters Automatic selection of student comments based on user defined selection rules New ways to combine term grades System Requirements Easy Grade Pro 3 6 requires Windows 95 or Mac OS 7 0 a color monitor with 256 colors with at least 640x480 resolution a CD ROM drive to install the software a hard disk drive with 4 MB of free space and a minimum of 16 MB of RAM or 8 MB of RAM for Macinto
113. on To move a group of seats first select the seats by clicking on each while holding down the shift key or drag a rectangle that encloses or touches the seats To move the group press on one and drag To deselect all selected seats click on any empty place E E Ree eem To swap two students drag the first seat on top of the other If one seat is 80 HAPTER Using the Other Charts rotated and the other is not be sure to drag the upper left corner of the first seat to the upper left corner of the second Swapping also works on groups of seats To set the color rotation or locked status of an individual seat double click on the seat A seat that is locked cannot be moved or sorted To sort your students into the seats choose Sort Seats from the View menu and select one of the patterns To randomize your students click the Sort tool a or choose Randomly from the View menu To add furniture choose Add Furniture from the Tool menu or click the Add Furniture tool ip If this tool is not visible press on any tool or empty tool location and hold the mouse down for at least a second From the menu that pops up choose the tool To change the size of a piece of furniture drag the small rectangle in the lower corner To set the format rotation or name double click on the item The Furni ture Options window will open Furniture can be copied and pasted using Copy and Paste
114. oose Show Mini sum ftom the Edit menu Press on the menu on the palette to display the list of footnotes Select the first list item to delete a footnote Hi Beeren The Mini summary window can be used to attach footnotes to scores In addition to score footnotes you may attach unique and lengthy notes to scores You may even use notes instead of scores for special situations The section that follows explains how to attach notes to scores 68 HAPTER Using the Score Chart Toattach a note to a score 1 Double click on a student s score cell or select the score cell and click the Open Score Note tooll The Score Note window will open BU tg ccm sc iR e The Score Note window allows you to attach a unique lengthy note to a score The sample Score Cell inthe upper left corner shows how the note alters the appearance of the sore cll 2 Use the Format menu to select one of the following Note is for teacher footnote is for student The footnote but not the note will appear in a student s progress report Note is for student The note will appear in a student report A footnote is not allowed Note is for student in place of score The note will appear in a student report in place of a score A footnote is not allowed 3 Type the note or use the Clipboard tool to paste in a note created in the Clipboard Text view of the Gradebook Options windo
115. ows Using the Summaries Window The Summaries window can be a tremendous aid in your efforts to identify and meet the needs of your students Its eleven views with graphs charts calendars notes and comments can help you understand your students strengths weak nesses and changes in performance over time To open the Summaries window do one of the following Select Summaries from the Chart menu Click the Summaries tool F3 To view the summary of a specific student or assignment select the item first and then click this tool Double click a row or column number in any chart except the seating chart Right click Windows or control click Macintosh on a student or assignment name and choose View Summary from the menu that pops up Use the tabs at the top of the window to switch between the different views Use the menus and buttons below to switch students classes and assignments Student Summaries There are five student views in the Summaries window These are described next AM student Graph This view displays a line graph of student performance in different categories over time To print the graph print a student progress report with the Summary Graph option on 94 CHAPTER Ting Summaries Farmar 8 E mes f r sues Gs EiEESTS A 75cD Student Grades This view displays a complete breakdown of student perfor
116. ping 69 entergades 62 enter specl scores 62 entering from papers 63 extra cet 69 70 flac 63 filldown 63 footnotes 67 ande diding 62 locking 69 72 moing 61 motes 67 repeating 61 typing 61 scoling 45 seat format options 40 seating chart 79 printing 109 security options 45 Show Colors tool 41 Software License Agreement 2 sort assignments 60 asses 30 studens 54 Sorttool 54 80 Spanish 48 special scores entering 62 options 36 student hart 81 printing 110 students ad 51 dungename 54 comments 96 copying 53 Custom Data 53 delete 54 gender 52 Dauber 52 managing 54 order of name 43 mport language 52 show ane 74 sort 34 summaries 93 summary note 95 transfer 55 withdrawing 55 withdrawn 52 summaries 93 See akso printing assigament 99 das 97 Minisummary 100 student 93 Summaries tool 93 system requirements 5 T TA Mode tool 47 redial support 139 tem combining grades attendance 90 displaying tem grades 74 recombine 92 rename 30 starting new 89 un comtine 92 weighting ial sam 92 Term Labels 28 transfer student 55 yping grades 44 scores 61 shorts 4 special scores 44 v Undotool 15 w wamings 4 WD withdrawn 52 reshow student 55 web Seeinemet weighting categories 34
117. presentation program Each report page will be saved as a separate file in PICT format Macintosh or BMP format Windows Be sure to create a new folder to hold all he files FAQ How to print multiple reports per sheet of paper Many printers today allow you to choose the number of pages to be printed on each sheet of paper They do this by shrinking each page the correct amount and placing the pages at different locations on the paper These options are known as layout options and can be found in the print window that appears after you click the Print button FAQ How do I change the teacher or choo name that appears on reports Site license version The school s name is entered into the program when it is first used It can only be changed by reinstalling the program The teacher s name can be changed in the Print Reports window Single user license version The teacher s name is entered into the program when it is first used It can only be changed by reinstalling the program The school s name can be changed in the Print Reports window Note it is safe to reinstall Easy Grade Pro without losing any data as long as your gradebook is not named Demo Gradebook or Demo egp 7104 HAPTER 12 Printing Reports Student Reports Multi and Single class Progress Use the multi class and single class progress reports to report student informa tion to parents students and for student folders The multi class progress report includes informatio
118. ptions 43 dropping 58 69 E Easyimportof Scores 128 Easy Import of Students 128 Edine 15 119 email gradebook 87 reports 125 Engish 48 ex eased 36 Export Attendance 130 133 Export Attendance tool 134 Export Gradebook Template 130 Export One Cas 130 Export Report Card Data 130 136 Export Summary Comments 130 exporting 129 eating formats 131 phogins 138 traced 58 68 70 F m definition 8 lit 9 flaco 6 FllAcss tool 63 fildown 3 low ool 15 6 fiters custom 75 Filters tool 75 finalexam weighted 92 Findtool 16 foppy disk error messages 88 transfering gradebook 87 using gradebook from 26 font fontsze 43 footnotes applying to scores 67 options 32 Paimsetup 49 report labels 48 security 45 gradebooks 25 automaticopen 26 automaticsave 26 floppy disk 26 location 26 working cross platform 85 grades calculating 66 82 94 display 43 73 entering 62 grade ciding 62 summaries 94 98 graphs assignment 99 dass 97 student 93 H hep 9 Balloon Help 9 Help window 10 statusbar 9 tutorial 11 Helptoo 10 22 102 highlighting rows and columns 43 HTML 115 116 passwords 116 IDnumber 52 Import fom an EGP Gradebook 128 Import Summary Comments 128 Import too 127 importing 127 cating formats 131 plug ins 138 Inctincomplete 36 installation QA 6 floppy disk 6 Internet 115 Basmati 115 122 comparison chart 115 Fine 115 119 woe 143 email ns HOM 115 1
119. r scrolls the students one at a time draw ing each in the first row The Find tool allows you to find any student and still CHAPTER 6 Using the Score hart 75 never have more than one student visible To show or hide selected students press on a student s row number Drag up or down to select multiple rows Then choose Show Selected or Hide Selected from the View menu Choose Show All from the View menu to return to the normal view To show just one assignment or a subset of assignments To show a single assignment choose the assignment from the pop up menu to the left of the first assignment s column number To show assignments in a single category choose the category from the pop up menu to the left of the first assignment s column number To show or hide selected assignments press on an assignment s column number Drag left or right to select multiple columns Then choose Show Selected or Hide Selected from the View menu Choose Show All from the View menu to return to the normal view To show missing work failing students blank scores absent students the top 10 improvers dediners or other special groups Choose one of the custom filters from the View menu or from the pop up menu immediately above the vertical scroll bar The next section explains how to edit the custom filters and how to create your own Creating Custom Filters You can create filters to show just the students assignments and scores you
120. r set maximum score to 10 and points to 100 The student s score is 6 5 Easy Grade Pro first calculates percent 6 5 10 x100 6596 It then calculates points earned 65 of 100 points possible 65 Take a moment to examine the numbers for the other assignments Example 1 When Category Weighting is Off When category weighting is off Easy Grade Pro calculates an overall grade by summing the points earned and dividing by the total points possible Here s how it does it 1 Sum the points earned last column 65 80 50 37 5 2 234 5 2 Sum the points possible Points column 100 100 50 50 300 3 Divide points earned by points possible to get the overall percent 234 5 300 78 17 Example 2 When Category Weighting is On In this example the Quiz category is weighted 30 and Homework is weighted 5096 A third category Final Exam is weighted 20 but is not yet being used When category weighting is used Easy Grade Pro goes through the calculations in Example 1 for each category Then it combines the categories using the category weights to calculate the overall percent It works properly even though not all categories are being used Quiz Homework 1 Sum the points earned last column 65 80 2145 5043754 2 Sum the points possible 100 100 200 5050 100 3 Divide to get the category percent 145 200 72 5 89 5 100 89 596 4 Combine the categories percents using their weights to get the overall percent 7
121. rade If you want to include indi vidual term grades but not the overall column combine your terms using weights of 0 for each prior term class and 100 for the current term class Also do not curve or lock the overall grade for any student in any current term class Under these conditions Easy Grade Pro will automatically omit the Overall column FAQ How can Iuse the multi dass progress report as a report card for multiple teachers grades First create a master gradebook that contains gradebooks from multiple teachers To do so start a new gradcbook When a window appears stating that the gradebook has no classes click the Import button or choose Import from the File menu Under the Built in Formats tab select Combine Gradebooks and click Next In the window that appears select one of the gradebooks and click Open In a matter of seconds all classes in the other gradebook will be imported in the master gradebook Continue using the Combine Gradebooks format until all gradebooks have been imported Print reports It is impor tant that the students names or ID numbers are identical in all teachers gradebooks Note there is a 250 class limit for a gradebook which means that you can typically combine up to ten gradebooks FAQ How do I show points in a progress report In the options window for a progress report click the set button after the Grade Summary Chart option and turn on Points Earned Click the set button after the Assignment
122. rade scale that looks something like this 5 9096 4 7090 3 50 2 30 1 1096 and 0 0 You will almost certainly want to hide percents in reports so you don t get questions from parents like My daughter has a 49 and this is OK You might be wondering why we added the before each grade this is so you can tell the difference between the number five and the grade of five onscreen and in reports grades and numbers are not the same 34 GUPTER Setting Options The biggest drawback of this method is that once set up you must use it for every assignment in the class Since a grade scale applies to a student you don t want a situation in which a 5096 is good on one assignment grade of 3 but bad on another grade of F This topic is addressed again in Part 2 on page 37 Class Options Rounding Rounding options include whole numbers tenths and hundredths and are used whenever percents are calculated As an example suppose a student has earned 89 638 After rounding the number displayed will be 90 for ones rounding 89 6 for tenths rounding and 89 64 for hundredths Ones rounding results in cleaner looking numbers Hundredths rounding results in greater accuracy For many teachers tenths rounding offers a good compromise Rounding can be edited only in the Rounding view of the Class Options window Class Options Score Category Whenever you add an assignment to a class a score category must be s
123. radebooks from other teachers into a single master gradebook to be used for the printing of multi class progress reports or other reports Note there is a 250 class limit for a gradebook which means that you can typically combine up to ten gradebooks Other Formats The formats that appear under the Other Formats tab can only be used to import students and student record data from text files There is a small blue arrow above the list of formats which allows you to duplicate a format or create a plug in of a format A plug in is a small file that makes it easy to GARTER 15 orig 128 distribute a format to other Easy Grade Pro users See Using Plug ins on page 138 for additional information 4 For some formats the Import Preview window will appear so that you can verify the data and select the records students to be imported Be sure to check that the data in the columns properly match the column titles If they match click the Import Selected Records button Ifa selected student has the same ID number asa student currently in the class the import data will be used to update the student s record information The student will not be duplicated in the class Impr Pees El Toe a ey ee er ra ete ae eese Exporting Exporting is typically used to transfer student grade data to a program used to print report cards but it can also be used to transfer all kinds of student informa tion to word
124. re or you may need to manually enter them The Student ID can be entered into the Student ID field in the Records window or it can be entered directly into the Student chart choose Student from the Chart menu 720 CHAPTER I Interet Reports 3 Select Internet from the File menu or use the Internet tool ip to open the Internet Reports window 4 Enter the name of the school or your name in the field at the bottom of the window This name is used in the title area of the reports 5 Select the Edline tab and select a report from the list Select the Multi Class Edline Reports if you have the same students in multiple classes or subjects and wish to produce reports that include all subjects Otherwise select the Single class Edline Reports Click Next The Report Options window will open roto raporta tor sist ie etes sate nh tee omera pane rane esa pate a e eee B cc ma N E ou l a aee Ee Bee ey la trn i tnr 6 Set the desired options Many of the options found in this window are identical to those found in the window for the printed progress reports See Student Reports Multi and Single class Progress on page 104 for an explanation of these options There are some special options as follows For the Multi class Report you must enter the Class ID given to you by your school It is critical that you use the correct value You must also enter a Class Title such as Ms
125. removed from all charts but will remain in the Records window 3 Repeat these steps for each class in which the student is to be withdrawn A student whose status is WD grayed appears in gray in the chart FAQ How do reshow astudent once the status has been set to WD hidden To show a student whose status has been set to WD hidden choose Records from the Chart menu and select the Students tab Use the Record pop up menu in the right corner to switch to the student s record Use the Status menu to change the status to Active or WD grayed Totransfer student when classes match If the two classes match exactly assignment order assignment settings calendar settings score footnotes etc it is easy to transfer a student using copy and paste This method is preferred because it transfers all student data scores attendance data notes comments etc 1 Select the student s row number to the left of the name in one of the charts 2 Choose Copy from the Edit menu 3 Switch to the class the student is transferring to If this class is in another gradebook be sure you don t quit Easy Grade Pro Rather choose Close from the File menu and then open the other gradebook 4 Select the row number where you want to insert the student 5 Choose Paste from the Edit menu To transfer a student when classes do not match Transferring a student is more difficult when the classes don t match If possible print o
126. report folder in the Contents box You will see a list of reports The title of each report is the student s name To view an individual report click on a student s name You as the teacher will see all the reports When students and parents click on the folder they will only see their own reports 32 CHAPTER I Interet Reports Using Basmati Basmati is open source software that can run on your school or districts Linux Unix Windows NT 2000 or Mac OS X web server Software and documentation are free and are available for downloading at http www sourceforge net Search for Basmati Parents and students can use a single password to view grades from all classes and teachers Once your school or district has set up the software on its server you can use Easy Grade Pro to generate a single grade file with information on all of your students and classes and upload it to the server using your browser To set up Basmati reports 1 Ensure that each class in your gradebook has a Course Code and other values Every class must have a unique course code that identifies it in Basmati Option ally it may also have a section number and period These codes may be imported into your gradebook directly from school administration software or you may need to manually enter them into fields in the Records window for each class you teach To open this window choose Records from the Chart menu or click the Records tool Then select the Classes tab T
127. ro s HTML reporting features it is easy to create a folder of student reports for each of your classes These reports can be attached to your email messages and viewed by parents and students using their web browsers This chapter explains how Creating the Reports 1 Select Internet from the File menu or use the Internet tool Internet Reports window 2 Enter the name of the school or your name in the field at the bottom of the window This name is used in the title area of the reports 3 Select the HTML tab and select either Multi class or Single class Email Reports Click Next Select Multi Class Email Reports if you have the same students in multiple classes or subjects and wish to produce reports that include all subjects Otherwise select Single class Email Reports After clicking the Report Options window will appear with a variety of options 4 Set the desired options in the Report Options window Many of the options found in this window are identical to those found in the window for the printed progress reports See Student Reports Multi and Single class Progress on page 104 for an explanation of these options There are some special options as follows HTML Options Click this to open a window where the style and colors used in the tables of the report can be set Label Options Click this to open the Gradebook Options window so that the 726 CHAPTER 14 Email Reports labels used in the reports can be edited
128. rom a starting cell across to the last column It is normally used on a transferring student to apply the transfer grade to all assignments given prior to the transfer Note that the grade not the score is filled across Each assignment may have a different score but each will have the same grade value An assignment whose special status is Not for grade is ignored during filling across 1 Select a score cell 2 If the cell is blank type the score but do not press enter 3 Select the Fill Across tool E or choose Fill Across from the Tool menu If this tool is not visible press on any tool or empty tool location and hold the mouse down for at least a second From the menu that pops up choose the tool To enter scores directly from student papers By using Easy Grade Pro s Find tool it is easy to enter scores directly from student papers even if the papers consist of an unsorted mixture of assignments classes and students Here s how 1 Open the Find window by clicking the Find tool amp Jor by choosing Find from the Tool menu sonen ori 64 GUTER Using the Score Chart 2 Choose by Name from the Search menu and select Use Continuous Search Mode By selecting the continuous search mode Easy Grade Pro will reopen this window after each score is entered 3 Optional If the stack of papers includes several classes select Search all current term classes If this is selected Easy Grade Pro will s
129. rom the current term class choose Term Tools gt Recombine Terms from the Tool menu Easy Grade Pro will start the process over and again let you know who hasn t matched How often do I need to combine terms How do I recombine terms Generally you will combine terms only once for a class However if you make any changes to grades or attendance data in any of the prior term classes you must recombine the terms to copy the updated data into your current term To recombine the data choose Term Tools gt Recombine Terms from the Tool menu 32 CHAPTER T0 Working with Terms How do I un combine terms You may occasionally want to combine terms just long enough to print certain reports To later un combine terms choose Term Tools gt Combine Terms from the Tools menu Press on each prior term class listed in this window and choose None in the menu that appears When you exit from this window your class will be un combined How is a dass changed by using combine term options After combining the Overall grades and attendance totals found in charts in summaries and in reports reflect all combined terms Many reports and summa ries will display multi term data automatically or as an option In the score and attendance charts special columns can be added to display data from individual terms See page 74 for information on adding special data columns FAQ Ive combined terms but the prior term grades or attendance data in reports ar
130. rs At the first sign of trouble toss the floppy disk and get a new one Working Cross Platform Easy Grade Pro 3 6 for Macintosh and for Windows can share gradebooks easily and seamlessly but there are a few platform specific differences that you should be aware of as follows Different characters are found in fonts Some characters on the Macintosh such as the check mark are not available in Windows and vice versa Menu item terminology keyboard keys and highlight colors have some plat form specific differences Easy Grade Pro for Macintosh saves all Page Setup orientation paper type scaling etc options Easy Grade Pro for Windows does not you will need to reset any non default page setup options each time you print Macintosh printers typically allow scaling Since fewer Windows printers offer this Easy Grade Pro for Windows allows smaller typefaces in reports and allows right clicking in the print preview window to select from multiple zoom levels Easy Grade Pro for Windows offers status bar help and automatic reopening of the last gradebook Easy Grade Pro for Macintosh offers balloon help Working with Terms Ifyou teach a class that continues with the same students from one term to the next then this chapter is for you It explains the simple process of starting a new term for an existing class in your gradebook It also explains the more complex process of combining student grades and attendance data from classe
131. rt Options window then preview again to see how the report has changed 7 Click the Cancel button in the Report Options window 8 All the reports have options which allow much customization Several reports charts graphs can be printed in color Repeat the steps in this lesson for some of 24 CHAPTER 2 Tutorial Four Short Lessons the other reports Remember explore This is the end of Lesson 4 and the end of this tutorial You can quit Easy Grade Pro by choosing Quit Exit from the File menu By the way the changes that you made during these lessons have been automatically saved With Easy Grade Pro changes are always automatically saved Gradebooks and Classes This chapter is for you if you if you are ready to begin using Easy Grade Pro to manage your student data It will take you through the steps of creating a gradebook adding classes and a few other basic gradebook tasks Starting a New Gradebook You re likely to need only a single Easy Grade Pro gradebook at a time Since a gradebook can hold up to 250 classes in up to ten terms you might want to use a single gradebook for an entire school year because it saves time and minimizes the duplication of efforts However a gradebook can become large if you intend to use a floppy disk or email to transfer your gradebook between computers you may want to create a new gradebook for each major term Don t do this however if the student grades in one term must be combined with
132. rt allow you to sort students in different ways and display them by name or ID You can add blank columns and rows You can include column statistics a key for footnotes and print the scores in color If the report is to be used for recording grades set the Assignments option to Include none and turn on Include x blank columns at right To use it as a poster set the Students option to ID only and the Sort option to by ID or Randomly To minimize the paper used see FAQ How can I maximize the columns on each page on page 102 CHAPTER 12 Printing Reports 109 Chart Reports Attendance Chart The attendance chart report mirrors the onscreen attendance chart It can be used for storing attendance information and for recording attendance data on paper Options in the report allow you to control which students and dates are included You can include a key for codes and print the codes in color To minimize the paper used see FAQ How can I maximize the columns on each page on page 102 see e rrr ew toc ms nis sees e man Chart Reports Seating Chart The seating chart report mirrors the onscreen seating chart In can be used for reference and for recording attendance Options in the report allow you to frame each page include furniture and print in color To ensure that your chart fits on a single sheet use the Page Print Setup options to set the orientation and the scal
133. s E 7 ve Ns j ere eno i Eis openers aeree m E meL VERE 5 Centon gt 2 Type the assignment Name and press tab 3 Type the assignment s Maximum Score and press tab Type the assignment s Points Ignore these fields if the assignment is being used for extra credit or is a nongraded item For a thorough discussion of Maximum Score and Points be sure to take a look at the FAQs on the next page CHAPTERS Students and Assignments 57 FAQ What are maximum score and points How should Iset them By definition an assignment s maximum score is the score that is worth 100 It s the score that is given when everything is correct ignoring extra credit Perhaps you like to score papers using percents scores between 0 and 100 In this case as a percents grader you should keep the maximum score at 100 Perhaps you count the number of problems the student has correct to get the score In this case as a problems grader you should set the maximum score to the total number of problems Perhaps you apply differing amounts of points to problems based on difficulty and then sum the points the student has earned to get the score In this case as a points grader you should set the maximum score to the number of points possible on the assignment Easy Grade Pro uses the maximum score to do one thing only calculate a student s percent on the assignment If a student score is 15 and the maximum score is 20 Easy
134. s if importing or should have if exporting quotation marks around each field Under many circumstances Easy Grade Pro will remove quotation marks automatically during importing 4 Optional To customize a field select it and click the Edit button Easy Grade Pro automatically uses a tab delimited format in which each field is variable in length and is followed by a tab ASCII 9 for most fields and a CR ASCII 13 for the last field in a record To change this formatting or to make a field required for export formats select the field in the list on the right and click the Edit HATER 15 orig 133 button A small window will open with options for changing the format of a field mpm x3 Rope E Fiche for JE sramne un Capt Fome fre e lost tee rh Only those with sufficient knowledge of file formats should attempt to make changes in this window Any field that has been customized will have an asterisk appended to its name in the list If you set the Field Data Required item in an export format Easy Grade Pro will block exporting until all required data are complete FAQ How do set the record delimiter tothe CR LF used by most Windows programs By default Easy Grade Pro adds a CR ASCII 13 to the end of a record If your format requires a CR LF ASCII 13 10 combination follow these steps a Change the delimiter of the last field to CR ASCI 13 To do this select the last field and click the Edit button
135. s in different terms to produce multi term totals If you need to add a new class to your gradebook new meaning a class with new students or new course section numbers you don t need this chapter Instead take a look at the section To add a class on page 28 Starting a New Term Although you can start a new term at any time we recommend that you wait until the end of a term to do so This will help minimize the number of changes that may need to be made to your roster seating chart and options in the new term Tostart anew term for a dass 1 Switch to the class 2 From the Tool menu choose Term Tools gt Start New Term Easy Grade Pro will automatically put a check or x for the appropriate term in the Records window for the class It will then switch to the new term and copy the students to it 3 To set the calendar or edit other class options click the View Edit Class Options button in the window that automatically appears To edit the term label for a term 1 Choose Records from the Chart menu or click the Records tool E 2 Select the Classes tab 3 Edit the name of the term This change applies to all classes in a gradebook 90 CHAPTER 10 Working with Terms To add the Prior Term 4 and Next Term gt buttons to the tool bar These tools can make it easier to switch back and forth between terms 1 Press on any tool or empty tool location and hold the mouse down for at least a second From the me
136. s number in the upper list Use the small menu above the upper list to erase comments copy comments from the prior term or copy comments to all students in the class To have comments automatically selected To automatically apply up to six comments click the Auto Select button Easy Grade Pro will select the comments and add them to the upper lis Be sure to check them to ensure that the comments are appropriate If necessary click a comment number to remove it from the list To set the rules for the automatic selection of comments use the small menu above the upper list and choose Edit CHAPTER 11 Using Summaries 97 Auto select comments The Auto select Comments window will open where the rules for the automatic selection can be entered There are six tabs and under each you can set up to four rules and assign a comment to each rule While designing your rules keep in mind that Easy Grade Pro will select a comment based on the first rule that is true for a student ARS Hea CoRR El et mtd a cement mone Class Summaries There are four class views in the Summaries window as follows Fs Class Graph This view displays a bar graph of overall grades To see the students that a bar represents press on the bar a list of students will appear To print the graphs print the Class Graphs report
137. s of ORBIS Software Inc and use of them without prior consent is prohibited Apple Macintosh and Power Macintosh are registered trademarks of Apple Computer Inc Windows is a registered trademark of Microsoft Corporation Palm Graft and HotSync are registered trademarks and Palm OS is a trademark of 3Com Corporation or its subsidiaries Copyright Copyright 1992 2002 by ORBIS Software Inc All rights reserved This software and manual may not be copied or transferred to any medium in whole or part except as permitted by US Copyright Law or by written permission from ORBIS Software Inc Table of Contents Chapter 1 Getting Started Whats New in Version 36 System Requirements Installing Fay Grade Pro Registering Easy Grade Pro Howto Use this Manual Getting Help within Easy Grade Pro Chapter 2 Tutorial Four Short Lessons Lesson 1 Moving around in Gradebook Lesson 2 Adding Assignments and Scores Lesson 3 Options and Tools Lesson 4 Working with Reports Chapter 3 Gradebooks and Classes Starting a New Gradebook Adding Classes to a Gradebook Managing the Classes in your Gradebook Chapter 4 Setting Options About Clas Options Cass Options Grade Scale Class Options Rounding Class Options Score Category Class Options Score Footnote Cass Options Special Score Class Options Attendance Category Class Options Calendar Class Options Seat Format M n 13 17
138. s of this manual should be read by all Easy Grade Pro users Other parts can be skipped except by those with certain needs The rest of this chapter out lines the manual with suggestions on use Chapters 1 2 Getting Started If you are new to Easy Grade Pro be sure to thoroughly investigate the first two chapters The last section of this chapter explains how to quickly get answers to questions while you are using the program Chapter 2 Tutorial Four Short Lessons should not be missed by spending time going through its short lessons you ll quickly discover how you can use Easy Grade Pro with your classes and students Chapters 3 5 Starting Your Own Gradebook When you are ready to start your own gradebook chapters three through six are essential Chapter 3 Gradebooks and Classes explains how to create gradebook and add classes Chapter 4 Setting Options describes the variety of options that will allow you to get Easy Grade Pro to match your grading style In Chapter 5 Students and Assignments you ll learn how to add and work with these key elements Chapters 6 7 The Charts Before you start entering scores be sure to look at Chapter 6 Using the Score Chart because it describes a variety of ways to quickly enter scores It explains 8 CHAPTER Getting Started how to add notes to scores how to adjust scores by dropping using extra credit etc and how to customize the display of the score chart to meet your needs If you will b
139. score is entered This means that whenever the enter key is pressed or whenever a grade is clicked on the tool bar the Find window will reopen automatically 19 In the score chart select the first score cell for the Star Lab assignment This score cell is for Kelly Armstrong 20 You will be pretending to enter scores directly from student papers Follow these steps Paper 1 In Kelly Armstrong s score cell type 25 and press enter The Find window will reopen Paper 2 The next paper belongs to Josef Talbo In the Find window type the letter T and notice that Easy Grade Pro completes it with Talbo Josef Press enter Now click Sat on the tool bar The Find window reopens Paper 3 Tad Nguyen earned a 20 Type an N in the Find window and press enter Type a 20 and press enter again Paper 4 Justin Bronin earned an 18 Type the letter B and notice that Easy Grade Pro completes it with Benjamin Atunde Type the letter R and notice that Easy Grade Pro completes it with Bronin Justin Press enter Type his score Go ahead and finish the remaining scores on your own just make them up When you are done be sure to deselect the Use Continuous Search Mode box so the Find window will stop reappearing Lesson 3 Options and Tools This lesson which has been divided into five short parts will guide you in an exploration of some of the options and tools within a gradebook To begin this lesson the Demo Gradebook m
140. sh 680x0 based computers 6 CHAPTER Getting Started Installing Easy Grade Pro For Macintosh 1 Insert the installation CD The icon of the CD will appear on the Desktop 2 Double click the icon of the CD In the window that appears double click the Easy Grade Pro 3 6 Installer icon and follow the steps Eject and store the disk 3 Start Easy Grade Pro by double clicking on the Easy Grade Pro 3 6 icon in the Easy Grade Pro folder created during installation For Windows 1 Insert the installation CD and follow the instructions that appear automatically If nothing appears choose Run from the Start menu type D setup exe and press center Use the drive letter for your CD ROM drive in place of D Eject and store the disk 2 Start Easy Grade Pro by clicking on Start in the corner of the screen choosing Programs and then choosing Easy Grade Pro FAQ How do install Easy Grade Pro to a computer without a CD ROM drive The Easy Grade Pro CD has a folder titled Floppy Disk Folder with instructions and files for making a floppy disk installer To find this folder insert the CD On a Macintosh computer the folder is easy to find On a Windows computer when you insert the CD the installer software may start automatically Cancel the installation Then right click on the icon of the CD and choose Explore You ll see the folder with instructions and files for making your own floppy disk installer for Easy Grade Pro FAQ Can Easy Grad
141. sing on one or more menus below the name of the current class When selecting classes you must choose between combining the term or the overall grade In most cases you should choose Term However if one of the classes you are combining has term options set in it you may want to choose Overall instead Here is an example to explain the difference between Term and Overall Let s say your gradebook has five terms as follows Quarter 1 Quarter 2 Quarter 3 Quar ter 4 and Year In the Quarter 2 class you combine Term grades from Quarters 1 and 2 In the Quarter 4 class you combine Term grades from Quarters 3 and 4 In the Year class you could combine Term grades from Quarters 1 2 3 and 4 but you could instead combine Overall grades from Quarters 2 and 4 6 If you have selected Combine grades using weights enter the term weights in the Weights column They must sum to 10096 7 Click Done Easy Grade Pro will go to each of the prior term classes and try to match the students Whenever a match is found the student s points grade and attendance totals for that term are copied to and combined with the current class A window will appear listing any students that could not be found in prior terms Questions about Combining Terms What do do when a student didn t match when combining terms but should have In most cases the problem occurs because the student s name or ID number in the prior term clas is different Correct this and then f
142. sing the Score hart 73 Customizing the Display of your Data You can customize the display of data in the score chart in a variety of ways Scores can be displayed as raw scores percents and grades the assignment title region can be resized special columns can be added with many types of data students assignments and scores can be filtered so that only the items you want to see are visible This section explains how to customize the score chart to meet your unique and changing needs To display scores as raw scores percents or grad An assignment display of scores can be set in its record window To override this setting so that the scores on all assignments are displayed as raw scores percents or grades use the small menu next to the intersection of the first student row and the first assignment column shown below Press on this menu A to set the display of scores to raw scores percents or grades To resize the assignment title region If your assignments titles are long you can give them more room in the score chart If the titles are consistently short you can take away some space so that more student rows can be shown on your screen To resize the column height press and drag the thick horizontal line below the assignment titles up or down iad To resize the column height press on the thick line below the assignment titles A and drag up or down 74 CHAP
143. sired items before starting the print process Summary Graph Select this to include the line graph from the Student Graph view of the Summaries window To set the lines and colors click the set button Attendance Summary Select this to include the data from the Student Atten dance view of the Summaries window You can include a chart calendars and a list of attendance dates To set options for this summary click the set button Summary Notes To include the notes from the Student Notes view of the Sum maries window select this item Comments To include the comments from the Student Comments view of the Summaries window select this item Select w Class Name to include the name of the class at the beginning of each comment multi class only Blank Comment Lines Select this to include blank lines for handwritten com ments for the teacher or parents Be sure to set the number of lines Selected Classes Only multi class only To limit the classes in a report select this item If not selected Easy Grade Pro will use the first eighteen occurrences of a student in current term classes To select the classes click the set button Match by multi class only Use this item to choose how students are matched in the different classes Students gt lt 2 single class only Use this item to exclude reports except for students whose overall grades fall within the percents in the boxes One use of this option is to print r
144. st item A new column will appear to the immediate right It will also be titled 11 of 11 Students 3 Press on the new column s title and choose Main Grades gt Class Rank The title and content of the column will change to display the rank for each student 4 To resize the new column move the mouse so that the arrow is over the line to the right of the Class Rank title Press and drag the line to the left or right 5 To relocate the new column press on any cell below the title The cursor will change to a hand Drag the column left or right to the new position and let go 6 Press on any student s name The cursor will change to a hand but you won t be able to drag the column left or right However you can drag the student s row up or down to a new row position Try moving students to new rows This also works on assignments press on an assignment s title and drag left or right to move the assignment to a new location Add up to eight data columns in both the score and attendance charts Resize and relocate them Go ahead and explore Part C Using Filters Easy Grade Pro allows you to configure the charts so that they display just the students assignments scores or attendance dates that you would like to see In this section you will explore ways to do this 20 CHAPTER 2 Tutorial Four Short Lessons 1 Switch to the score chart and explore the four filter menus circled below 2 Switch to the other charts exc
145. subject might be Reading Math Physics I or Art History A term might be Quarter 1 Semester 2 or even Final Exam Itis generally best to have a one to one correspondence between the classes that you teach and the classes in your gradebook If you teach five subjects this term you probably should have five classes in the current term of your gradebook If you teach multiple sections of the same class ie three sections of Earth Science there generally is no benefit to combining the sections into a single class Easy Grade Pro makes it easy to switch from one class to another and to copy assign ments and options from one class to others By keeping your classes separate you will be able to view summaries of each making it easy to make comparisons If you are an elementary teacher with multiple reading or math groups from your main group of students you can choose to have all groups in a single class or break them into separate classes Easy Grade Pro can handle either setup well If you have just created a new gradebook one without classes a window will automatically appear shown below directing you to add classes Obviously a gradebook without classes is not very usable so it is a good idea to dick the Add Classes button Here are some general guidelines about adding lasses to a gradebook Add a class to the gradebook for each class you teach in your current term only Do not add classes for future terms it is best to add
146. t you can begin printing at an offset As with the single class progress report you can specify a grade range to include only certain students fia cece ten m il 714 CHAPTER 12 Printing Reports Other Reports Multi class Gradesheet Use the multi class gradesheet report to produce a chart with overall or term grades from several classes Elementary teachers can use this report to list all subject grades for all students Secondary teachers can use this report to produce a single list of students and grades from multiple classes Since students can be displayed by ID and can be sorted in a variety of ways this report can be used as a poster You can choose to have the report display individual term grades or overall grades A term grade is the grade for a single term If term options have not been set in the Class Options window then the overall grade and the term are the same This report can include a combined class average which is the weighted average of all the grades that appear in the report for a student The weight used for cach dass can be edited in the Classes view of the Records window You can sort by the combined class grade to produce a ranked list of students across multiple subjects or classes You can match students in the different classes by name or ID number Ifa student s name or ID doesn t match the student will appear more than once in the report
147. ternet they are used as filters when creating reports students without passwords are skipped Passwords must consist of letters and numbers only and must be be tween six and twenty four characters in length They are not case sensitive 2 Select Internet from the File menu or use the Internet tool Rip to open the Internet Reports window 3 Enter the name of the school or your name in the field at the bottom of the window This name is used in the title area of the reports 4 Select the HTML tab and select either Multi class or Single class Website Reports Click Next Select Multi Class Website Reports if you have the same students in multiple classes or subjects and wish to produce reports that include all subjects Otherwise select Single class Website Reports After clicking the Report Options window will appear CHAPTER T ntemet Reports 117 m e are cee wiy C cavetiemcnnen etes cmo F resentas a ooo S ERE o rep er pue dt e e a Boer lr arsi Moser Beem ete IOEEXDINN e ee ees apne rom epee pe 5 Set the desired options in the Report Options window Many of the options found in this window are identical to those found in the window for the printed progress reports See Student Reports Multi and Single class Progress on page 104 for an explanation of these options There are some special options as follows Main Page Options The main page is a password page where the viewer m
148. them later Ifyou are an elementary teacher and specialists teach some subjects to your students and you wish to include grades from the specialists in your reports to parents do not add the classes now They can be easily created when you import from the specialists gradebooks 28 GHAPTER3 Gradebooks and Classes To add a dass 1 If your gradebook has no classes click the Add Classes button Otherwise choose Add Class from the Tool menu In either case the Records window will open shown below to an empty class record EE s e menses eei oo JL serre 2 Type the name of the class in the Class Subject Name field and press tab Be sure to use a unique name for the class Examples include Math Reading En glish 1 English 2 etc Do not include a term name with the name of the class 3 Optional Edit the Class Weight and press tab It s not likely that you ll ever need to change the class weight It is used only in the multi class progress report and the multi class gradesheet report when a student s weighted average for several classes is calculated In most cases it should be left at 1 00 If you have a dass that is worth half of a normal class set the class weight to 0 50 and so on 4 Edit the Term Labels in the column on the left so that they match the term labels used by your school You can use First 6 Weeks Quarter 1
149. tion 58 Testing titie region 73 show one 75 sort 60 Status 58 summaries 99 attendance master categories 38 options 38 summary 95 98 attendance chart 77 printing 109 automaticsave 26 backups making 63 options 46 three part plan 83 Balloon Help tool 9 Basmati 115 122 Bank cores 64 c alcdatng grades 66 82 94 calendar options 39 wrong date 59 Canbe dropped 58 category options 34 category weighting 34 66 and assignment points 57 Change Scores tool 65 dart assignment 81 attendance 77 score 61 seating 79 student 81 checkmark 37 as Options 31 attendance category 38 calendar 39 olor 41 copying to other dasses 42 gradescale 32 rounding 34 score category 34 score footnote 35 seatformat 40 special score 36 as Options tol 31 dass rank showing 74 dassrosterreport 13 Cass Weight 28 Cass Subject Name 28 classes 25 add 27 29 addtem 30 ass Weight 26 Casssdbjclame 28 Custom Labels 29 delete 29 managing 29 motes 99 rename 29 sort 30 summaries 97 Term Labels 28 without students 51 ipboad text options 47 ipboard too 68 95 99 color options 41 Combine Gradebooks 128 combining terms 90 comments 96 importing 128 plugins 138 compression 45 Copy Class Data tool 16 42 53 59 Copyof copy ot 84 copying assignments 60 options 42 students 53 edt 36 Guru us aning amp 70 72 Custom Labels 29 53 delete assignment 60 das 29 score 61 student 54 Delete too 54 60 80 display o
150. tions Term 30 Questions about Combining Terms Chapter 11 Using Summaries Using the Summaries Window Student Summaries Class Summaries Assignment Summaries Using the Mini Summary Window 100 Chapter 12 Printing Reports Using the Print Windows 101 Student Reports Multi and Single class Progress onn Student Reports Missing Work Chart Reports Score Chart Chart Reports Attendance Chart 09 Chart Reports Seating Chart Chart Reports Student and Assignment Charts usns Im Other Reports Assignment and Class Graph nn 110 Other Reports Assigament Summary 111 Other Reports Attendance Summary 111 Other Reports Class Summary m Other Reports Class Missing Work 112 Other Reports Class Roster Other Report Labels Other Reports Multi class Gradesheet 114 Other Reports Class Notes and Student Notes Chapter 13 Internet Reports Internet Report Options Using HTML Reports Using Edline Using Basmati Chapter 14 Email Reports Creating the Reports Emailing a Report Chapter 15 Porting Importing im Exporting Creating Formats for Importing or Exporting nn Exporting Attendance Using the Report Card Data Format 136 Using Plugins 1 Chapter 16 Technical Support FAQs Frequently Asked Questions Contacting Orbis Software for Technical Support m rl Index 141 Getting Started Welcome to Easy Grade Pro fr
151. to the next student or click Done Copying Students to other Classes One of the most important features in Easy Grade Pro is the ability to copy one or more students from one class to others using the Copy Class Data window This can save you lots of time and help ensure that your student record data are consistent across classes and terms een ome JEE coe m em jai rca irm Pim Ep REE and demum xum 3 To copy students from one dass to others 1 Choose Copy gt Students from the Tool menu or click the Copy Class Data tool 31 and select the Students tab 2 In the upper left list select the class to copy from 3 In the lower left list select the class es to copy to Be sure that you don t select the class that is selected in the upper list 54 CHAPTERS Students and Assignments 4 Select the students you wish to copy in the list on the right Use the blue arrow button to select or deselect all list items 5 Check all of your settings to ensure that you are copying the right students to the right classes 6 Click the Copy button Managing your Students You can change the names or other data in student records You can change order delete withdraw and transfer your students This section explains how to perform these basic tasks To change a student s name or other record data 1 Open the record by double clicking on the student s name in any
152. tton Importing students is explained in Chapter 15 Porting Only select the Type Student Names button if itis your only option This is explained next Adding Students to a Class by Typing 1 Open the Records window to the first empty student record There are four ways to do this 1 click the Type Student Names button shown above 2 choose Add Student from the Tool menu 3 click the large Add Student button found in the charts or 4 click the Add Student tool BF on the tool bar 52 CHAPTERS Students and Assignments 2 Type the Last name and press tab Type the First name and press tab Notice that after both names are typed the Next Student gt gt button that leads to the next record becomes framed Any framed button can be selected by pressing the enter key After the names have been entered you can move to the next student by pressing this key Be careful if you press enter intending to move down to the next field in this record you will actually move to the next student s record If this happens click the lt lt button M E E E e oe e A w eL IL EG emu p een paccm ro El rame De zr oe Bre Dem I op Ce ea 3 Optional Enter the ID and press tab The small button to the right of the ID number field opens a window where automatic ID numbers can be set 4 Optional Set the student s gender
153. u may set colors for both charts 4 Use the Select colors based on menu to choose the basis for color selection 5 Use the six pop up menus and six buttons in the bottom half of the window to select specific colors for scores and attendance marks FAQ How do I change the row and column highlight color On a Macintosh use the Color or Appearance control panel On a Windows computer the highlight color is the inverse of the background color and can t be directly changed 42 GUPTER Setting Options Copying Class Options to other Classes One of the most important features in Easy Grade Pro is the ability to copy some or all of your class options from one class to others using the Copy Class Data window This can save you lots of time and help you ensure that your options are consistent across classes and terms mee th ome Vee Joy te Jae e recency Bine E Cras n To copy dass options from one dass to others 1 Choose Copy gt Class Options from the Tool menu or click the Copy Class Data tool CH and select the Options tab 2 In the upper left list select the class to copy from 3 In the lower left list select the class es to copy to Be sure that you don t select the class that is selected in the upper list 4 Select the options you wish to copy in the list on the right Use the blue arrow button to select or deselect all list items 5 Check all of your settings to ensure that you are copying
154. ust choose a class enter a name and password Optionally it can include a message from the teacher and the teacher s email address To include a message select the Include Main Page Text option Then click the set button and enter the text The text might include a greeting directions or a request to sign up and send a password If you would like parents to be able to click on a button in order to send you email enter your email address in the Email field HTML Options Click this to open a window where the style and colors used in the tables of the report can be set Label Options Click this to open the Gradebook Options window so that the labels used in the report can be edited Use Custom Student Title For security it is strongly recommended that you turn on this option and click the set button In the Custom Student Title Options window shown on next page set Line 1 to ID only or turn on the Exclude Line I from Internet reports This causes any reference to the student to be omitted 118 CHAPTER 13 ntemet Reports Tam Suden Tie opi E Line swdonNemo Gomot Doy dude Line V rom nlemet reporte map ee eue uma es ce inea B M e i 6 Click the Create button Follow the prompt to create a folder on your desktop Give the folder an exact name such as teacher name Grades Perhaps your school will provide you with a name Easy Grade Pro will automatically create t
155. ust be open Part A Gradebook Options and Class Options Easy Grade Pro offers an abundance of options to accommodate your personal style Some options such as font and font size affect the entire gradebook and are called Gradebook Options But many options apply only to a single class these 718 CHAPTER 2 Tutorial Four Short Lessons are called Class Options and include items like grade scales categories weighting calendars colors and more In this section you ll view both types of options Don t forget to utilize the Help tool s to gain additional information about the options 1 Select Gradebook Options from the Edit menu and explore all tabs Click Done nee S nd _ doo 2 Select Class Options from the Edit menu and explore all tabs Click Done a sme oe no eer ta Part B Adding a New Data Column You have many ways to configure the charts so that they best suit your needs In the score chart for example special columns can be added which show class rank points or nearly any other data about your students The next few steps will show you how to do add special columns 1 Switch to the score chart view of Quarter 2 Reading Above the column of student names press on the 11 of 11 Students title shown on the next page CHAPTER 2 Tutorial Four Short Lessons 19 ER Es 2 From the menu that appears choose Add NEW Column fir
156. ut scores and attendance charts and retype the data into the proper col umns If this is not be possible you may want to add a new assignment column 56 CHAPTERS Students and Assignments used solely to give the student a transfer grade Use an assignment name like Tommy s Transfer Grade Set the assignment s maximum score to 100 Set the assignment s points value to the sum of all the points currently in the class This will ensure that the student s transfer grade has the same weight as all the assign ments currently in the class Set the assignment s progress report option to Include if student has score In the score cell for this student enter the transfer percent If you use category weighting in the class you may need to follow these steps for each of the categories Adding Assignments Assignments can be added to a class by typing by copying from another class or by importing from a class in another gradebook This section explains how to add assignments by typing 1 Open the Records window to the first empty assignment record There are three ways to do this 1 select Add Assignment from the Tool menu 2 click the large Add Assignment button in the score or assignment charts or 3 click the Add Assignment tool EI See rana Termes Dee Raw ee RETIA ame rin sere m mm
157. visible 1 Using the Class menu move to Quarter 2 Science 1 You ll know that you are in this class when its title is visible on the tool bar Be sure you are viewing the score chart If necessary click the Score tab or choose Score from the Chart menu 2 To prepare for the entering of scores click the small triangle below left of the first tab so that the triangle points downwards The triangle circled below shows and hides a row of grades and special scores Note if the tool bar is visible instead of the tool palette this triangle will not be available In this case choose Show Tool Bar from the Edit menu EK es a ee EE ri orez 7 GRISE ARD IU Click on the triangle circled above to show the row of grades and special scores below the toos 3 Click the Add Assignment button visible after the last assignment or choose Add Assignment fom the Tool menu After clicking the Records window will open to an empty assignment record 7M CHAPTER 2 Tutorial Four Short Lessons Aero forse A Senee T E TE e ursus Smee A m e e am e eR DIRE ee estt L ede Fee BER ven J ia oo sen min The Records window is used to add assignments students and classes to a gradebook 4 In the Name field type Star Lab 5 Press tab to move to the Max Score field Type 2
158. w See Gradebook Options Clipboard Text on page 47 for additional information on Clipboard text The sample Score Cell in the upper left corner shows how the note alters the appearance of the score cell If you add a note using the first or second formats a small black box appears in the upper right corner of the cell A footnote number may appear in the lower left corner If you choose the third format a picture of a notebook covers the score cell indicating that a score is not allowed CHAPTER Using the Score Chart 69 4 Optional To check the spelling of the note click the Spell button 5 Optional To add a note for a different student or assignment use the menus and buttons at the top and bottom 6 Click Done Adjusting Grades Dropping Extra Credit Curving and Locking You can raise and lower student grades by dropping scores adding extra credit curving assignments and curving locking overall grades This section explains how to perform these tasks To drop the most damaging score for each student 1 Choose Assignment from the Chart menu 2 In the Status column choose Can be Dropped for one or more assignments Only assignments with this setting will be eligible for dropping 3 Choose Score from the Chart menu Easy Grade Pro will regrade each student and drop the score that results in the greatest improvement in the student s overall grade If there are two assignments that cause the same improvement Easy Gr
159. y in the future If you saved the file using the wrong name or location you must reset Easy Grade Pro To do this click the Export Records button in the Export Preview window while holding down the option Macintosh or Ctrl Windows key You will be able to reset the name and location Using the Report Card Data Format This section explains the Report Card Data export format found in the Export window of Easy Grade Pro This format can be used to export student data to a general purpose database program so that custom report cards can be printed The Report Card Data format consists of 157 fields listed to the right Virtually every piece of data about a student is included other than individual attendance marks and assignment scores Even the text found in the Summaries window is included This format results in a tab delimited text file In most cases this format cannot be used with the expensive out of the box school administration programs Such programs have very specific data format ting requirements and lack the flexibility to handle the data in the 157 fields Rather this format is to be used with general purpose database programs ones that offer rich sets of tools for importing sorting searching data manipulation and form creation These powerful programs are relatively inexpensive and are available for both Macintosh and Windows computers However using one of these programs to create a well designed database requires
160. you to select the items to be included in each report Click the set buttons to open windows where additional options can be set Click the Page Print Setup button to set options based on your printer To get a description of an option click on the Help tool G9 Set the range and options as desired aan Howe Gall current term students selected students ong Font e Ife Sea CES ETE Crue Gen ie Sister tent eU Damien Distusents 3o o una loo ma emer Corm eren 4 Click the Preview button to open the Print Preview window This window has two views fit in screen and full size The fit in screen view shows the entire page The cursor is a magnifying glass By clicking once on any part of the page the view automatically switches to the full size view In the full size view the cursor CHAPTER 2 Tutorial Four Short Lessons 23 becomes a hand By pressing the mouse button the page can be grabbed and dragged about Double clicking causes the view to change to the original view The Zoom button can also be used to toggle between the two views With the Windows version of Easy Grade Pro you can right click anyplace on a page to choose from different zoom levels TED ie Gee cum The Print Preview window 5 Click the Done button to close the Print Preview window 6 Change any options in the Repo
161. your text is error free Tete Seelam Tam Strona ute t ea ar TERT SS To edit clipboard text options 1 Open the Gradebook Options window to the Clipboard Text view 2 To edit an item first select it in the left list The full text will appear to the right 3 To create a new item select the list item titled NEW ITEM Then type the text 4 To delete or duplicate an item press on the small blue arrow above the list 48 CHAPTER Setting Options 5 Use the four menus below the text to add text variables Variables are automati cally filled in with the specified student or other data at the time the text is pasted into a note or printed in a report You may need to put a space before and after each variable to ensure proper spacing when Easy Grade Pro later substitutes the variable with student data 6 Click the Spell button to bring up the Spell Check window Gradebook Options Report Labels Report Label options allow you to change the titles and labels used in student reports Easy Grade Pro has labels in three different languages English French and Spanish and each can be customized You can even create labels for a fourth language of your choice as E mee emn ote nennen awor aot tate Uae abt rer Language mo To edit report labels options 1 Open the Gradebook Options window to the Report Labels view
162. ypically the Course Code will be in the first field under the Custom Data title shown below and the others below it Follow the instructions provided by your school Tara Tor Temm Pale PA E ca 2 Ensure that each student has a Student ID Every student must have a unique ID number that identifies him or her in Basmati These IDs may be imported into your gradebook directly from school administration software or you may need to manually enter them The Student ID can be entered into the Student ID field in the Records window under the Students tab or can be entered directly into the CHAPTER T Internet Reports 123 Student chart Choose Student from the Chart menu to view this chart 3 Select Internet from the File menu or use the Internet tool ci to open the Internet Reports window Select the Other tab and select Basmati from the list Click Next After clicking the Basmati Options window will appear aa OPH El SRO Ten i Tene Tiens rae poaka wes i Perticle Physic Grat ament tem cases d selected osser on gt TT cao ar Sections Freez te Teodhen Ar Suchancso meli emalipedetess ca ope mem feed rm eid ar ECL ccr 4 Set the desired Basmati options using these guidelines Include Students in Use this to set the classes to be includ

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