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Grades User Guide

PowerSchool

Student Information System

Grades User Guide

Introduction

Document Properties

of Apple Computer, Inc. and is for reference only. It is not to be reproduced or

distributed in any way without the express written consent of Apple Computer,

Inc. Other brands and names are the property of their respective owners.

Owner

Technical Communication and Documentation

Last Updated

8/10/2004

Version

4.0

Please send comments, suggestions, or requests for this document to manuals@powerschool.com

Your feedback is appreciated.

Grades User Guide

Introduction

Contents

Introduction ...................................................................................................................................................................... 5

Legend ............................................................................................................................................................................................ 6

Audience................................................................................................................................................................................ 6

Grade Scales...................................................................................................................................................................... 7

Course Grade Scales......................................................................................................................................................... 7

How to Assign Grade Scales to Courses........................................................................................................ 7

Grade Scales......................................................................................................................................................................... 9

How to Create a Grade Scale .............................................................................................................................. 9

How to Edit a Grade Scale Grade....................................................................................................................13

How to Delete a Grade Scale Grade..............................................................................................................15

How to Edit a Grade Scale..................................................................................................................................17

How to Delete a Grade Scale............................................................................................................................19

GPA Calculations......................................................................................................................................................................20

GPA Calculation Methods ...........................................................................................................................................20

How to Add GPA Calculation Methods........................................................................................................22

How to Edit GPA Calculation Methods ........................................................................................................28

How to Export GPA Calculation Methods...................................................................................................30

Formulas for Calculation Methods .........................................................................................................................32

GPA Attempt Types........................................................................................................................................................33

How to Add GPA Attempt Types....................................................................................................................34

How to Edit GPA Attempt Types.....................................................................................................................35

How to Delete GPA Attempt Types...............................................................................................................37

How to Set Other GPA Settings.......................................................................................................................38

Functions .....................................................................................................................................................................................39

GPA Samples......................................................................................................................................................................40

Numerical Functions......................................................................................................................................................40

Logical Functions.............................................................................................................................................................43

Statistical Functions .......................................................................................................................................................44

Text Functions...................................................................................................................................................................48

GPA Functions...................................................................................................................................................................50

Graduation Requirements..........................................................................................................................................54

Graduation Sets................................................................................................................................................................54

Grades User Guide

Introduction

How to Add a Graduation Set ..........................................................................................................................54

How to Edit a Graduation Set...........................................................................................................................55

How to Delete a Graduation Set.....................................................................................................................56

Graduation Requirements...........................................................................................................................................57

How to Add a Graduation Requirement .....................................................................................................57

How to Edit a Graduation Requirement......................................................................................................60

How to Delete a Graduation Requirement ................................................................................................63

Stored Grades.................................................................................................................................................................66

Historical Grades Setup................................................................................................................................................66

How to Create a Single Entry............................................................................................................................66

How to Create Multiple Entries........................................................................................................................69

How to Edit a Stored Grade...............................................................................................................................72

How to Delete a Stored Grade.........................................................................................................................75

How to Edit Previous School Names.............................................................................................................77

Permanently Store Grades..........................................................................................................................................77

How to Permanently Store Grades ................................................................................................................78

Export Historical Grades...............................................................................................................................................81

How to Export Historical Grades .....................................................................................................................81

Grade Reports.................................................................................................................................................................83

Grade and Gradebook Reports.................................................................................................................................83

How to Run the Grade Count Report ...........................................................................................................83

How to Run the Grade Count By Teacher Report ..................................................................................84

How to Run the Class Rankings Report .......................................................................................................85

How to Run the Graduation Progress Report...........................................................................................86

How to Run the Honor Roll Report................................................................................................................86

Report Cards ......................................................................................................................................................................88

How to Open a Preview Page...........................................................................................................................88

How to Add a Custom Report Card Template .........................................................................................89

How to Preview a Report Card.........................................................................................................................97

How to Edit a Custom Report Card Template..........................................................................................98

How to Delete a Custom Report Card Template................................................................................. 100

Grades User Guide

Introduction

Use PowerSchool Help to learn the PowerSchool Student Information System (SIS) and to serve as a

reference for your daily work. However, before you can begin using PowerSchool, the PowerSchool

administrator at your school must set up the system and import the data from your previous

system. Once those steps are complete, you can start using PowerSchool. Use PowerSchool Help to

assist you in navigating in PowerSchool.

PowerSchool Help is updated as PowerSchool is updated. Not all versions of PowerSchool Help are

available in a printable guide. For the most up-to-date information, click Help on any page in

PowerSchool.

There are user guides available that include the same information as PowerSchool Help for each

major release of PowerSchool. These user guides include instructions for certain user roles, though

these roles will vary depending on your school or district's circumstances. For the most recent

version of the printable guides, visit the PowerSchool Customer Support web site at

https://www.powerschool.com/support/documentation/userguides/

. This URL is case-

sensitive.

Note: You need a username and password to view anything on the PowerSchool Customer Support

web site. Contact your PowerSchool administrator for access.

You are encouraged to read each section of the help that pertains to you. While the introductory

sections build a foundation of knowledge that you will use every time you log on to PowerSchool,

the remaining sections are independent of each other and can be read in any order. However, if

you have never used PowerSchool before, it will be most helpful if you start with the section

“

Introduction to PowerSchool

.” Whenever you read this guide, keep the following points in

mind:

•

The actions you can perform in PowerSchool depend on your job responsibilities and

subsequently on your level of access to PowerSchool. Some users only have viewing rights

to some pages. Others can view or edit any page. Still other users can view or edit any page,

and create new ones as well. Finally, some pages are view-only for everyone. This guide

outlines viewing, editing, and creating options for most pages. Depending on your needs

and your level of access, only certain options will be applicable and available to you. If you

find that your work requires a greater level of access, contact the system administrator at

your school.

•

Almost all of the activities described in this guide begin by selecting the appropriate

student or group; thus, it is imperative that you understand how to search for and select a

student. For detailed instructions on how to do this, refer to the section "

Search and

Select

•

The school and student records used in this guide differ from those displayed on your page

as you work. You will work with real data based on student records at your school. The

graphics in this guide are only examples.

•

In PowerSchool, different pages provide some of the same information because you view

the same data from a different place each time. If you add, change, or delete data on one

page, it will be added, changed, or deleted on other pages that contain the same field(s) of

data.

Grades User Guide

Introduction

•

The reporting features described in this guide are some of the most important you will use

in the system. A PowerSchool report is a statement of student or staff records that is

produced for viewing or printing and can include information text in addition to the report

listings. PowerSchool reports include report cards, lists of class schedules, lunch balance

sheets, mailing labels, lists of current staff members, and attendance records.

•

Use PowerSchool to create numerous types of reports that pull selected data quickly and

easily. Select from a list of pre-configured reports that have preset parameters or create a

custom report to include parameters needed for a specific task. You should read the

sections "

Custom Reports

" and "

Pre-Configured Reports

" before creating a report.

Legend

•

This guide uses the > symbol to move down a menu path. Thus, if instructed to "Click File >

New > Window", begin by clicking the File menu. Then, click New and Window. The option

noted after the > symbol will always be on the menu that results from your previous

selection.

•

It is easy to identify notes because they are indented and prefaced by the text Notes:.

Audience

This document is intended for school administrators, system administrators, counselors, and

teachers.

Grades User Guide

Grade Scales

Course Grade Scales

Set up different grade scales and assign them to the appropriate courses. If you do not assign a

grade scale to a course, the system assigns the default grade scale to that course. The default grade

scale is determined when the system is set up.

For more information on setting up grade scales, see the section "

Grade Scales

How to Assign Grade Scales to Courses

Courses are always automatically assigned the default grade scale. Either use the default grade

scale, or assign a grade scale to a course. For more information, see the section "

Grade Scales

1. On the start page, choose School from the main menu.

2. On the School Setup page, click Courses. A list of current courses appears in the courses

menu.

3. Click the name of the course to which you want to assign a grade scale. The Edit Course

page appears.

Grades User Guide

Grade Scales

4. Choose the grade scale from the Grade Scale pop-up menu.

5. Click Submit. The Courses page appears.

Grades User Guide

Grade Scales

Create multiple grade scales and assign them to different courses or sections. For example, grades

given for AP Calculus count more towards a student's GPA than grades for Basic Math. Assign the

two courses to different grade scales. For more information on assigning grade scales to courses,

see the section "

Course Grade Scales

The grade scales you define become the set of grades that are possible to use at all schools on your

PowerSchool system. After you set up the grade scales in PowerSchool, the system sends the

grades you select for PowerGrade to each teacher's PowerGrade default grade scale.

The value of a grade is determined when an historical grade is given to a student taking a particular

course. Even if the grade scale for that course changes, the values of that student's grade do not

change.

How to Create a Grade Scale

The grade scales you create are shared by all of the schools on your system. You must log in to the

district office before performing this procedure.

1. On the start page, choose District from the main menu.

2. Click Grade Scales. The Grade Scales page appears.

3. Click New. The New Grade Scale page appears.

Grades User Guide

Grade Scales

4. Use the following table to enter information in the fields:

Type

Description

Name

Enter a name for the grade scale.

Teacher Can Modify

Use this checkbox to indicate whether or not teachers can edit

this grade scale in PowerGrade.

Do one of the following:

•

Select this checkbox to allow teachers to edit this grade

scale in PowerGrade.

•

Deselect this checkbox to restrict teachers from editing

this grade scale in PowerGrade.

Description

Enter a description for the grade scale.

5. Click Submit. The Grade Scales page displays the new grade scale.

6. Click Edit Scale next to the new grade scale. The Grade Scale: [Grade Scale] page appears.

Grades User Guide

Grade Scales

7. Click New. The New Grade page appears.

8. Use the following table to enter information in the fields:

Field

Description

Grade

Enter the grade that you want to create for this grade scale,

such as A, B, or F.

Description

Enter a description of the grade in the field, such as

Superior. This description appears on grading reports.

Grade Points

Enter the number of grade points to include in the GPA. You

can enter up to and including the number 200.

For example, an A could be worth 4.0 grade points, a B worth

3.0 grade points, and an F worth 0 grade points.

Grades User Guide

Grade Scales

Field

Description

Cutoff percent

Enter the lowest percentage students can earn to receive this

grade. For example, if you enter 93 for an A, then students

must earn at least 93% of the total points to receive an A. The

system uses the next highest cutoff percentage you define for a

different grade to determine the highest percent grade

students can earn to receive this grade.

Note: This is a suggested cutoff for your teachers to use.

Teachers can define their own cutoff percentages for this grade

in PowerGrade.

Gradebook value

This field indicates the value of a letter grade when teachers

give letter grades instead of numeric grades. Enter a number

for the value of the letter grade; usually, this is in the middle of

the range for the grade, such as 88 for a B+.

Counts in GPA?

Select this checkbox to determine that this grade calculates in

the GPA.

Receives added value?

Select this checkbox if users can enter a value for this grade

that exceeds the normal grade points.

Earns graduation credit?

Select this checkbox to determine that this grade earns credit

towards graduation requirements.

Teachers grade scale?

Select this checkbox to indicate that teachers use this grade

scale.

PowerLink (English)

If your school uses PowerLink, enter the phonetic English

spelling of this grade.

PowerLink (Spanish)

If your school uses PowerLink, enter the phonetic Spanish

spelling of this grade.

9. Click Submit. The Grade Scale: [grade scale] page appears.

10. Repeat steps 8-9 for each grade in this grade scale.

Grades User Guide

Grade Scales

How to Edit a Grade Scale Grade

Edits to any grade scales affect the grade scales for all of the schools on your system. Use caution

when editing a grade scale, because changes to a grade scale entry affect current GPA calculations.

Modifications to a grade scale are possible only if the "Permit modification of grade scales"

checkbox is selected on the GPA Options Ñ Calculations page. For more information, see the

section "

GPA Calculations

Note: On the Edit Section page for each course, there is an option to override a course's grade scale

with either "Same as Course," Default, or any other grade scales.

1. On the start page, choose School from the main menu.

2. Click Grade Scales. The Grade Scales page appears.

3. Click Edit Scale next to the name of the grade scale to be edited. The Grade Scale: [grade

scale] page appears.

4. Click the grade to be edited. The Edit Grade page appears.

Grades User Guide

Grade Scales

5. Use the following table to edit information in the fields:

Field

Description

Grade

Enter the grade that you want to create for this grade scale,

such as A, B, or F.

Description

Enter a description of the grade in the field, such as

Superior. This description appears on grading reports.

Grade Points

Enter the number of grade points to include in the GPA. You

can enter up to and including the number 200.

For example, an A could be worth 4.0 grade points, a B worth

3.0 grade points, and an F worth 0 grade points.

Cutoff percent

Enter the lowest percentage students can earn to receive this

grade. For example, if you enter 93 for an A, then students

must earn at least 93% of the total points to receive an A. The

system uses the next highest cutoff percentage you define for a

different grade to determine the highest percent grade

students can earn to receive this grade.

Note: This is a suggested cutoff for your teachers to use.

Teachers can define their own cutoff percentages for this grade

in PowerGrade.

Grades User Guide

Grade Scales

Field

Description

Gradebook value

This field indicates the value of a letter grade when teachers

give letter grades instead of numeric grades. Enter a number

for the value of the letter grade; usually, this is in the middle of

the range for the grade, such as 88 for a B+.

Counts in GPA?

Select this checkbox to determine that this grade calculates in

the GPA.

Receives added value?

Select this checkbox if users can enter a value for this grade

that exceeds the normal grade points.

Earns graduation credit?

Select this checkbox to determine that this grade earns credit

towards graduation requirements.

Teachers grade scale?

Select this checkbox to indicate that teachers use this grade

scale.

PowerLink (English)

If your school uses PowerLink, enter the phonetic English

spelling of this grade.

PowerLink (Spanish)

If your school uses PowerLink, edit the phonetic Spanish

spelling of this grade.

6. Click Submit. The Grade Scale: [grade scale] page displays the edited grade scale.

How to Delete a Grade Scale Grade

Deleting a grade for a grade scale affects all of the schools on your system. Use caution when

deleting a grade scale grade because changes affect current GPA calculations.

1. On the start page, choose School from the main menu.

2. Click Grade Scales. The Grade Scales page appears.

Grades User Guide

Grade Scales

3. Click Edit Scale next to the name of the grade scale to be edited. The Grade Scale: [grade

scale] page appears.

4. Click the grade to be edited. The Edit Grade page appears.

Grades User Guide

Grade Scales

5. Click Delete. The Selection Deleted page appears.

How to Edit a Grade Scale

Edits to any grade scales affect the grade scales for all of the schools on your system.

1. On the start page, choose School from the main menu.

2. Click Grade Scales. The Grade Scales page appears.

Grades User Guide

Grade Scales

3. Click the name of the grade scale you want to edit. The Edit Grade Scale page appears.

4. Use the following table to enter information in the fields:

Type

Description

Name

Edit the name for the grade scale.

Note: You cannot rename the default grade scale.

Teacher Can Modify

Use this checkbox to indicate whether or not teachers can edit

this grade scale in PowerGrade.

Do one of the following:

•

Select this checkbox to allow teachers to edit this grade

scale in PowerGrade.

•

Deselect this checkbox to restrict teachers from editing

this grade scale in PowerGrade.

Description

Edit the description for the grade scale.

Grades User Guide

Grade Scales

5. Click Submit. The Grade Scales page displays the edited grade scale.

How to Delete a Grade Scale

Deleting a grade scale does not affect grades that have already been assigned. The system uses the

default grade scale for any course or section that is no longer associated with a grade scale.

Deleting a grade scale is possible only if the "Permit modification of grade scales" checkbox is

selected on the GPA Options Ñ Calculations page. For more information, see the section "

GPA

Calculations

1. On the start page, choose School from the main menu.

2. Click Grade Scales. The Grade Scales page appears.

3. Click the name of the grade scale you want to delete. The Edit Grade Scale page appears.

Note: You cannot delete the default grade scale.

4. Click Delete. The Selection Deleted page appears.

Grades User Guide

Grade Scales

GPA Calculations

Before running a grade-related report, such as a report card, set up the correct parameters to

calculate your school's grade point average. Some schools also choose to factor into the GPA

calculation the number of times a student takes a course. Since GPAs are calculated on-the-fly, any

changes take effect immediately and affect all schools on the server.

For information on setting the calculation methods and attempt types, see the following sections:

•

GPA Calculation Methods

•

GPA Attempt Types

For information on other GPA settings, see the section "

How to Set Other GPA Settings

GPA Calculation Methods

Create GPA calculation methods to define the formula and criteria for GPA calculations.

PowerSchool includes four standard calculation methods: Simple, Simple Percent, Weighted, and

Weighted Percent. You can modify the standard methods to meet your needs or create an

unlimited number of additional calculation methods.

Any changes or additions to the list of calculation methods affect all schools on your server. To

share a method with schools on other servers, export the method as a template. For more

information, see the section "

How to Export GPA Calculation Methods

." If you have the

proper permissions, you can remove a calculation method using DDA/DDE. For more information,

see the section "

Direct Database Export

Once GPA is calculated, the GPA code is used to present GPA information on reports, exports, and

student pages. This code always starts with *gpa and is followed by optional parameters that

include pairs of names and values.

Examples of the GPA code include:

•

~(*gpa) returns the cumulative weighted GPA for a student for all years at the school

•

~(*gpa method=weighted type=cumulative grade=12

credittypeCORE) returns a weighted GPA for core classes for the student's senior year

The following table lists the parameters and values. All parameters except for "method" are

overridden by any settings in the calculation method. Parameters and values can be included in the

code in any sequence.

Parameter

Description

Example

method

Specifies the name of the specific

calculation method that should be used

when performing this calculation. If

omitted, a method called "weighted" will

be used.

method=weighted

method=simple

method=honors

Grades User Guide

Grade Scales

Parameter

Description

Example

type

Specifies the type of the calculation.

Valid options are:

•

Cumulative: Uses values from

historical grades only.

•

Current: Uses the current (not

stored) grades sent by

PowerGrade. If "current" is

specified, the term, grade, and

year attributes, if specified, are

ignored; only grades from the in-

session school year using the

store code specified on the

Current Grade Display settings

page in District Setup will be

used.

•

Projected: Uses the historical

grades, plus those projected

grades as defined in the

calculation method.

If omitted, "cumulative" is used.

type=cumulative type=current

type=projected

term

One or more term abbreviations. Only

grades whose store codes match the

specified abbreviations will be used in

the calculation. Separate multiple terms

with commas. If omitted, any store code

is permitted. If one or more term

abbreviations are specified but no grade

or year, only grades from the current

school year are used.

term=S1 term=Q1,Q2,Q3

grade

One or more grade levels. Only grades

stored at the specified grade levels will

be used in the calculation. Separate

multiple grade levels with commas. If

omitted, the historical grade range for

the school is used.

grade=12 grade=7,8,9

Grades User Guide

Grade Scales

Parameter

Description

Example

year

One or more four-digit school years. Only

grades stored during the specified school

years will be used in the calculation.

Specify the start year of a school year

that spans multiple calendar years. For

example, use 2003 for the 2003-2004

school year. Separate multiple years with

commas. If omitted, all school years are

used.

year=1999

year=1998,1999,2000

credittype

One or more credit types. Only grades

that match one or more of the specified

credit types will be used in the

calculation. Separate multiple credit

types with commas. If omitted, grades

with any credit type, including no credit

type, are used.

credittype=English

credittype=ENG,SCI,MATH

credittype=Core,Electives

scale

The name of the grade scale to use for

this calculation. If a particular letter grade

is not present in the specified grade

scale, that grade will not be included in

the calculation. If the name of the grade

scale specified is unrecognized, a scale

called Default is used. If omitted, the GPA

points from the grade itself are used.

scale=Default scale=Standard

scale=Honors

How to Add GPA Calculation Methods

You must log in to the district office before performing this procedure.

1. On the start page, choose District from the main menu.

2. Click GPA Calculations. The GPA Settings page appears.

3. Click Calculation Methods. The GPA Calculation Methods page appears.

Grades User Guide

Grade Scales

4. Click New. The GPA Calculation Method page appears.

Grades User Guide

Grade Scales

5. Use the following table to enter information in the fields:

Field

Description

Method name

Enter the name of the calculation method. This is the name that

will be referred to in GPA codes on other pages in PowerSchool.

Note: The standard methods Weighted and Simple cannot be

renamed.

Description

Enter a description of the calculation method. This description

appears on the GPA Calculation Methods page.

Formula

Enter the formula for the method used to determine the result

of the calculation. The formula closely resembles a formula

used on a spreadsheet.

Formulas can include functions, such as average, round, and

sum. Use standard operators, such as + (addition) and *

(multiplication), or use logical operators such as = (equal to)

Grades User Guide

Grade Scales

Field

Description

and > (greater than).

For more information, see the section "

Formulas for

Calculation Methods

Calculation type

Choose an option from the pop-up menu:

•

Cumulative: Uses historical grades in the calculation

that match the query options specified.

•

Current: Uses current final grades in the calculation, as

determined in the School Setup area. A current

calculation type uses the current final grades from

PowerGrade. Terms, grade levels, and school years are

ignored with this calculation type.

•

Projected: Uses historical grades and additional grades

as defined in the Projected GPA Options area of the

GPA Calculation Method page. A projected calculation

type uses historical grades that match the query

options specified, plus additional grades determined by

any Projected GPA Options.

If the calculation type is specified, the type parameter of the

GPA code is ignored.

Grade scale

To override the GPA points used in the calculation with a single

grade scale, choose the grade scale from this pop-up menu. If a

specific letter grade is not found in the grade scale, it is not

used in the calculation.

Ordinarily, the GPA points associated with the stored grade are

used in the calculation. Typically, these are the weighted points.

A single grade scale may be specified to override these GPA

points with the values in the specified grade scale for this

calculation.

For example, a stored grade A may have 5 GPA points. That