Entering Student Information

Class names must be entered with the SetUp menu | Class Names selection before this menu selection can be used to enter or add students to the classes. Up to 40 students can be placed in each class.

This menu selection is used to:

• Enter / Add new students to a class

• Revise / Review student names and other student information

• Create print outs with student names

• Transfer a student with grade data to another class

• Delete individual students from classes

Enter / Add New Students to a Class

Select the class from the list of classes, then select the Revise / Review / Add tab to display the second page. This page allows you to either enter/add new students or revise student information on the data entry grid. Up to 40 students can be placed in each class. Click the radio button to indicate if you want to add students or revise the current student information on this page. Use the mouse, left, right, up, and down arrow keys to move between the columns and rows on the grid.

Students can be added to classes anytime. If the student is added partway through the semester, normally previous assignments are given a grade of EXcused. The EXcused grade will not be entered if the checkbox on the first page is checked. This option is used for self-paced courses when students would not be EXcused for previous assignments.

Student Names

Student names can be added to a class with their first name listed first, but be sorted by their last name. Print Outs will use the name as displayed. This allows entering John Smith as the student name, printing as John Smith, and allows sorting by the last name Smith. It is not necessary to enter the name as Smith, John for proper alphabetizing.

The check box setting on the first page determines if the student names are alphabetized by either the first or second displayed name. Each student name can have a length up to 22 characters.

Class ID

The Class ID code can be up 10 letters long. Each student should have a unique Class I.D. If you post student grades, this code can be substituted for the student name on some printouts. This code might be a school I.D., pseudonym, or textbook number. Many Gradebook Power reports allow the option of sorting by the student name or this class ID. If you do not want to use a Class I.D. code, leave the column empty.

Grade Level

Student grade levels of K through 17 can be entered. Individual, List, and Elementary can use grade levels as another way to group students for organizing reports. The grade level makes it easier for guidance to sort deficiency reports. The grade level will also be included on the permanent record labels printed with the Elementary Reports.

SuperData

The SuperData column is one way to group students. For example, if the word football was entered for all football players, you can print reports for all football players in all classes by entering Football in the SuperData edit box on the Individual, List, and Elementary reports. Multiple SuperData like GOLF BAND can be used to generate using either or both SuperData. For example, if the homeroom number is entered for each student's SuperData, combined reports for all students from all of your classes with the same homeroom can be printed and sorted quickly. SuperData codes can be up to 8 characters long.

Group

Individual, List, and Elementary reports can use the group letter as another way to group students for organizing reports.

For example, an elementary teacher may teach one or two subjects to two different groups of students. The teacher's homeroom students could be assigned the group letter H (for Homeroom, although any single character will work). The other group of students will be assigned a different group letter. When printing reports, an edit box is available to enter the group letter. Enter the letter of the group (in this example H for Homeroom). All reports for the H group will be printed in alphabetical order. Then repeat the selection for the other group of students substituting the other group letter. Then the new set of reports will be printed. If no group letter is entered, Gradebook Power ignores the group letter when printing reports.

Administrative ID

The Administrative I.D. code can be used to identify students for printing HTML reports. The administrative ID code can also be printed on seating charts and the detailed report on the PrintOut Menu | Summary Reports menu selection.

Each student must have a unique Administrative I.D. if this feature is used. Since teachers enter student names differently (for example, first name first, first name last, as Bill or William), some piece of data must match exactly to combine the student data from different teachers efficiently for class scheduling and report card generation. The Administrative I.D. column can be protected from accidental changes if the checkbox on the first page is checked.

Student Memo

The Memo column displays the filename of a personal message that can be written on specific individual and elementary reports. Messages can be up to 10 lines long. The memo text was entered with the File menu | Student Memo selection. These text files are saved on the student data diskette. By erasing the filename in this column, the memo will not be printed on the individual and elementary summary reports.

Adjusted Grade

Enter the letter A for Adjusted to indicate if term, semester, or final grades have been adjusted for the special needs of the student. Printouts will display an asterisk * with the term, semester, and final letter grades.

Withdrawn Student

Enter the letter W for Withdrawn to indicate if the student has withdrawn from classes. When new assignments are recorded, the grade of ‘ EX’ will be entered. The student will not show up in Missing Assignment Reports. When individual reports are printed for a class, the student will not be printed. To print the individual report for the student, the student must be selected.

Instructional Grade Level

Some students may be placed in an instructional level different from their grade level. This is common in Elementary schools with math and reading classes. This entry will appear next to their regular grade level on reports.

Email Address

This email address is used to send individual and elementary progress reports. The program creates an email with the progress report attachment. The email is sent to the defualt email program (usually Outlook or Outlook Express) for emailing. No check is done to indicate if the email address is valid. If an email address is missing for the student, no email is sent.

Saving the Student Information

When you have finished adding students to a class, or revising the student information in the grid, click the Save Changes button. This expands the student data files used for recording grades, absences, and tardies.

Clicking the Alphabetize button can alphabetize student Names. Students will be alphabetized by either their first or last name. This depends on the setting of the checkbox on the first page.

Screen Shot

This screen shot size was reduced for Internet display purposes.