MyGradeBook Help Menu
Grades Download

General Options

Eligibility Options     Eligibility Report

The undo finalization button and Eligibility/Intervention reporting

Standard Assignment Options

File Formats

The Grades Download screen lets you manually download the grades from classes that were created via the Integration processes listed in the Integration tab. Teachers must use their Finalize Grades screen to save their grades in the desired grading period before you can download their grades.

Grades are not included for sections that have been archived via the Toolkit > Year End > Archive Section Codes screen. In order to download grades for archived sections, the sections must be unarchived.

You can access the Grades Download screen by holding your mouse pointer over Integration tab and choosing the Download Grades option. If you do not see the Download Grades option, you need to enable integration via the General Info option so you can first setup courses, sections, teachers, students, grading periods, attendance codes etc for your group.

In addition to manually downloading grades, you can automate your downloads.

GENERAL OPTIONS
The options you choose affects the values put into the file that is generated when you click the Save button. Each of the options shown in the download screen are listed below.

Column Delimiter
This option lets you decide whether you want the file to contain comma separated values or tab separated values. Either format can be easily imported in databases and spreadsheets. We recommend you use tab separated values to avoid difficulties related to commas that are embedded in field values.

File Format
Pick one of the File Formats options.

Grading Period
Use this field to indicate which grading period (1 - 30) that is being exported. This field may or may not have effect depending the file format you pick.

Grading Period Start Date
If you are using File Format 1, use this field to indicate the first day of the specific grading period you want.

If you are using File Format 2, the system will output grades from any grading periods that are encompassed by the start/end date range you specify.

Grading Period End Date
If you are using File Format 1, use this field to indicate the last day of the grading period. This date is used along with the start date to determine which official comments will be exported.

If you are using File Format 2, the system will output grades from any grading periods that are encompassed by the start/end date range you specify.

Four Digit School Year
This option defaults to the current calendar year unless the current month is August or later.

Include All Or Just Active Students
This option lets you include either all students or only those who were enrolled as of the end of the specified grading period. Choose "All Students" to include all students who have been enrolled in the class at any time, regardless of their enrollment and drop dates. Choose "Active Students Only" to exclude students who dropped before the end of the grading period or enrolled after the end of the grading period.

Only Students With an ID that starts with
Useful if you prefix your student IDs with letters so you can group them by department, school or other designation.

Include Students With No Scores
By default, grade downloads only include rows for students that have scores in the grading period. However, you can override the default and choose to always include students with no scores or just include students with no scores when the teacher has created at least one Official Comment for the student in the grading period.

Custom Flag
This field lets you enter a text value that will be put into the first column of each row. Some districts put a value in this field to help their system determine what type of information the file contains.

Round Percentages
We strongly recommend that you do not check this box. Checking this box makes the system take the accurate percentages computed by the system and round them which results in your download file containing values that will not match what is shown in the MyGradeBook screens and reports. In effect, this option artificially boosts grades.

Grading Period Mark
Use this field to indicate what type of value you want exported for the grade the student received in the grading period. If you are choosing one of the percentage options, we strongly recommend the 4 decimal point option because that is the most accurate value available. If you choose to download less than 4 decimal points, you are introducing the possibility of inconsistencies between the letter grade earned and the percentage you download when compared to the class grading scale.

Overall Mark
Use this field to indicate what type of value you want exported for the overall grade the student has received in the class. The overall grade in the class is always tracked and is not related to a particular grading period. If you are choosing one of the percentage options, we strongly recommend the 4 decimal point option because that is the most accurate value available. If you choose to download less than 4 decimal points, you are introducing the possibility of inconsistencies between the letter grade earned and the percentage you download when compared to the class grading scale.

ELIGIBILITY OPTIONS
You can restrict the output to students who have a percentage in the grading period and/or overall percentage that is below values you enter. Many groups run Eligibility reports on a weekly basis instead of only at the end of grading periods. The general is process for running Eligibilty reports is described in the help section for the undo finalization button.

If you just want to print an Eligibility report, use the Eligibility Report which can be found by holding your mouse over the Reports tab.

Grading Period Percentage Below
You can enter a percentage with up to four decimal places to restrict output to only those students that have a percentage below the value for the grading period.

Overall Percentage Below
You can enter a percentage with up to four decimal places to restrict output to only those students that have an Overall percentage below the value. An overall percentage and grade is always computed for each student in each class regardless of the number of grading periods being used.


THE UNDO FINALIZATION BUTTON AND ELIGIBILITY/INTERVENTION REPORTING
Group Managers can easily undo all of the grade finalizations that teachers have done in a grading period by clicking a named undo finalization in the Download Grades screen. The undo finalization button is useful for groups that download grades more often than the official grading periods they have defined. For example, some groups create custom "Eligibility" or "Intervention" reports of students that are getting low grades on a weekly basis and they have their teachers finalize grades every Friday instead of just at the end of the official grading periods the group has defined. The general process for the aforementioned groups is:
  1. The group manager runs the Finalization report to make sure every teacher finalizes.
  2. Once every teacher finalizes, the group manager uses the Download Grades screen to get a file with all of the latest grades.
  3. The group manager uses a spreadsheet program, report generator, or some other tool to read the file and create custom reports.
  4. If the Grading Period does not end today, the group manager clicks the undo finalization button so that the teachers do not have to remember to do it themselves and so an accurate Finalization report can be run the next time the group needs a new Eligibility file.

STANDARD ASSIGNMENT OPTIONS
A standard assignment is an assignment that has a name that exactly matches one of the seven standard assignment names.

If a teacher creates an assignment with a name that exactly matches one of the seven standard assignment names and the assignment has a due date within the grading period being exported, the scores each student received will be listed in the file that is generated when you click the Save button.

Marking Period Exam - Use this field to indicate what type of value you want exported for the score the student received in the "Marking Period Exam" assignment.

Midterm Exam - Use this field to indicate what type of value you want exported for the score the student received in the "Midterm Exam" assignment.

Final Exam - Use this field to indicate what type of value you want exported for the score the student received in the "Final Exam" assignment.

Jan/Jun Regents Exam - Use this field to indicate what type of value you want exported for the score the student received in the assignment labeled "Jan Regents Exam" or "Jun Regents Exam".

RCT Exam - Use this field to indicate what type of value you want exported for the score the student received in the "RCT Exam" assignment.

Prof Exam - Use this field to indicate what type of value you want exported for the score the student received in the "Prof Exam" assignment.


FILE FORMATS
There are currently two file formats you can choose from: Format 1 and Format 2 . If your group would like a different file format, please use the Contact Us page to let us know.

When you click the Save button, a file is generated based on the options you specified and the file format you picked.

File Format 1

The columns contained in File Format 1 are listed in sequence and described below.

Custom Flag - This column is based on the text you put in the Custom Flag field. Some districts put a value in this field to help their system determine what type of information the file contains.

Grading Period (1 - 30) - This column is based on the value you enter in the Grading Period field and contains a number from 1 to 30 that indicates which grading period is being used.

Group ID - This column holds your groups ID number. Your Group ID is visible near the top of the Management screen which is the first screen you see when you login.

School Year - This column is based on the value you enter in the Four Digit School year field.

Student DID - This column contains the Student District Identifier of the student whose grades are listed. The Student DID is determined by your school/district and is shown as "Student DID" in the reports and screens teachers access.

Student Name - First, middle, and last name of the student.

Course DID - This column contains the Course District Identifier assigned to the class. The Course DID is determined by your school/district and is visible in the teachers Class screen and printed versions of most teacher reports.

Course Title - Name of the course/class the student is taking.

Section Code - This column contains the Section Code assigned to the section of the course the grades refer to. The Section Code is determined by your school/district and is visible in the teachers Class screen and printed versions of most teacher reports.

Teacher ID - ID your group assigned to the teacher.

Teacher Name - Teacher's name.

Grading Period Mark - Depending on a combination of the options you choose when requesting the download, this column contains the mark or percentage the student received for the specified grading period. Click here for a description of how teacher overrides work with the mark downloads run by group managers.

If you are choosing one of the percentage options, we strongly recommend the 4 decimal point option because that is the most accurate value available. If you choose to download less than 4 decimal points, you are introducing the possibility of inconsistencies between the letter grade earned and the percentage you download when compared to the class grading scale.

Marking Period Exam - Depending on the options you choose, this column contains the mark or percentage the student received for a standard assignment named "Marking Period Exam" that was due within the specified grading period.

Comment 1 - If the teacher made at least one official comment on a date within the specified grading period, this column will contain the official comment code. There are three comment columns. Only the last three official comments made in the grading period will be stored in the three comment fields. However, you can download an unlimited number of comments by using the Comment Download Screen or using a program to request an Automated Comment Download.

Comment 2 - If the teacher made at least two official comments on a date within the specified grading period, this column will contain one of the official comment codes. There are three comment columns. Only the last three official comments made in the grading period will be stored in the three comment fields. However, you can download an unlimited number of comments by using the Comment Download Screen or using a program to request an Automated Comment Download.

Comment 3 - If the teacher made at least three official comments on a date within the specified grading period, this column will contain one of the official comment codes. There are three comment columns. Only the last three official comments made in the grading period will be stored in the three comment fields. However, you can download an unlimited number of comments by using the Comment Download Screen or using a program to request an Automated Comment Download.

Absences - Number of absences (both excused and unexcused) for this student from this class for this period. The system will only sum the 'A' and 'U' attendance codes for the specified grading period. In order to make good use of this column, you should upload attendance codes before you create teacher accounts and make sure that two of the codes you use are 'A' for absent and 'U' for Unexcused Absence.

Midterm Exam - Depending on the options you choose, this column contains the mark or percentage the student received for a standard assignment named "Midterm Exam" that was due within the specified grading period.

Semester Average - This column will be empty. In the future, this column may be used to store a semester average or some other value.

Final Exam - Depending on the options you choose, this column contains the mark or percentage the student received for a standard assignment named "Final Exam" that was due within the specified grading period.

Jan/Jun Regents Exam - Depending on the options you choose, this column contains the mark or percentage the student received for a standard assignment named "Jan Regents Exam" or "Jun Regents Exam" that was due within the specified grading period.

Units - This column will be empty. In the future, this column may be used to store the number of units the course is worth or some other value.

Overall Mark - Depending on the options you choose, this column contains the overall mark or percentage the student has received up to the date the grading period was finalized. The overall mark/percentage is always tracked and takes into account all scores received in all grading periods.

If you are choosing one of the percentage options, we strongly recommend the 4 decimal point option because that is the most accurate value available. If you choose to download less than 4 decimal points, you are introducing the possibility of inconsistencies between the letter grade earned and the percentage you download when compared to the class grading scale.

RCT Exam - Depending on the options you choose, this column contains the mark or percentage the student received for a standard assignment named "RCT Exam" that was due within the specified grading period.

Prof Exam - Depending on the options you choose, this column contains the mark or percentage the student received for a standard assignment named "Prof Exam" that was due within the specified grading period.

Date Run - This column will contain the date the file was created in YYYYMMDD (year month day) format.

Grade Level - This will be blank or a numeric value depending whether or not you entered a value in the Student screen.

Encompassed Grading Period Marks - If the grading period you specified is an encompassing grading period, the marks for the encompassed grading periods will be included as addtional columns after the Grade Level column. Depending on a combination of the options you choose when requesting the download, the additional columns will contain the marks or percentages the student received for each encompassed grading period. Click here for a description of how teacher overrides work with the mark downloads run by group managers.





File Format 2

The first row of the file will contain column names. The columns contained in File Format 2 are listed in sequence and described below.

Custom Flag - This column is based on the text you put in the Custom Flag field. Some districts put a value in this field to help their system determine what type of information the file contains.

School Year - This column is based on the value you enter in the Four Digit School year field.

Student DID - This column contains the Student District Identifier of the student whose grades are listed. The Student DID is determined by your school/district and is shown as "Student DID" in the reports and screens teachers access.

Student Name - First, middle, and last name of the student.

Course-Section - This column contains the Course District Identifier followed by a dash follover by the Section Code assigned to the class.

Course Title - Name of the course/class the student is taking.

Grade Level - This will be blank or a numeric value depending whether or not you entered a value in the Student screen.

Grading Period Mark(s) - There will be one column per grading period encompassed by the date range you specify and the first row in each column will contain the name you assigned to the grading period. Depending on the combination of the options you choose when requesting the download, the values in these columns after row one will contain the mark or percentage the student received. Click here for a description of how teacher overrides work with the mark downloads run by group managers.

If you are choosing one of the percentage options, we strongly recommend the 4 decimal point option because that is the most accurate value available. If you choose to download less than 4 decimal points, you are introducing the possibility of inconsistencies between the letter grade earned and the percentage you download when compared to the class grading scale.


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