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Grades User Guide
PowerSchool
Student Information System

Grades User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
2
Document Properties
Copyright
© 2004 Apple Computer, Inc. All rights reserved. This document is the property
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
© 2004 Apple Computer, Inc. All rights reserved.
3
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
© 2004 Apple Computer, Inc. All rights reserved.
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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
© 2004 Apple Computer, Inc. All rights reserved.
5
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
© 2004 Apple Computer, Inc. All rights reserved.
6
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
© 2004 Apple Computer, Inc. All rights reserved.
7
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.

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Grade Scales
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8
4. Choose the grade scale from the Grade Scale pop-up menu.
5. Click Submit. The Courses page appears.

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Grade Scales
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9
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.

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Grade Scales
© 2004 Apple Computer, Inc. All rights reserved.
10
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.

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Grade Scales
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11
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.

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Grade Scales
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12
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
© 2004 Apple Computer, Inc. All rights reserved.
13
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.

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Grade Scales
© 2004 Apple Computer, Inc. All rights reserved.
14
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
© 2004 Apple Computer, Inc. All rights reserved.
15
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.

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Grade Scales
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16
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.

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Grade Scales
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17
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.

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Grade Scales
© 2004 Apple Computer, Inc. All rights reserved.
18
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.

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Grade Scales
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19
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
© 2004 Apple Computer, Inc. All rights reserved.
20
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

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Grade Scales
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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

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Grade Scales
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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.

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Grade Scales
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23
4. Click New. The GPA Calculation Method page appears.

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Grade Scales
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24
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)

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Grade Scales
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25
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
same A may only be worth 4 GPA points on the Standard grade
scale. Use scales to calculate complex weighted GPAs for class
ranking and honor roll applications, while maintaining a
standard 4.0 scale to use on transcripts and college
applications.
If a grade scale is specified, the scale parameter of the GPA
code is ignored.
Terms
Optionally, specify one or more term abbreviations, such as Q1
or S2, to use in the calculation. Separate multiple values with
commas. Only grades whose store code matches one of the
term abbreviations will be included in the calculation.
If the calculation type is Current, terms are ignored. If terms are

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Grade Scales
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26
Field
Description
specified, the term parameter of the GPA code is ignored.
Grade levels
Optionally, specify one or more grade levels to use in the
calculation. Use the numeric grade level, such as 11 for
eleventh grade or 0 for kindergarten. Separate multiple values
with commas. Only grades recorded when a student was at the
specified grade levels will be included in the calculation.
Note that only grades that fall within the historical grade levels
specified in the school's record in District Setup may be
specified. For example, if the historical range for the school is
9­12, specifying 8 in the GPA code will return zero.
Separate multiple grade levels with commas. If omitted, the
historical grade range for the school is used.
If the calculation type is Current, grade levels are ignored. If
grade levels are specified, the grade parameter of the GPA code
is ignored.
School years
Optionally, specify one or more four-digit school years to use in
the calculation. For example, enter 2003 for the 2003-2004
school year. Separate multiple values with commas. Only
grades recorded during the specified school years will be
included in the calculation.
School years are closely related to grade levels. As such, if the
school year specified translates to a student's grade level that is
outside the historical range for the school, zero will be returned.
For more information, refer to the "Grade levels" field.
If the calculation type is Current, school years are ignored. If
school years are specified, the year parameter of the GPA code
is ignored.
Credit types
Optionally, specify one or more credit types to use in the
calculation. Separate multiple values with commas. Only grades
whose credit type matches one of the types specified will be
included in the calculation.
In case of a current GPA, the course's credit type is used. In case
of a cumulative GPA, the credit type specified for the stored
grade is used if present; otherwise, the course's credit type is
used, if found.
If an historical grade does not have a credit type or if the
calculation type is Current, the course's credit type is used. If
credit types are specified, the credittype parameter of the GPA
code is ignored.
Only include grades
Select all, none, or a combination of the following checkboxes
to narrow the selection of grades used in the calculation:

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Grade Scales
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27
Field
Description
That count in GPA: Includes only historical grades that
are specified to be included in the GPA. If the
calculation type is Current, only grades from courses
and sections that have been flagged to be included in
GPA will be included in the calculation.
That count in class rank: Includes only historical grades
that are specified to be included in the class rank. If the
calculation type is Current, only grades from courses
and sections that have been flagged to be included in
class rank will be included in the calculation.
That count in honor roll: Includes only historical grades
that are specified to be included in the honor roll. If the
calculation type is Current, only grades from courses
and sections that have been flagged to be included in
honor roll will be included in the calculation.
With potential credit: Includes only historical grades
that have a potential credit that is not zero. If the
calculation type is Current, the potential credit is
determined by referring to the corresponding course
record.
If you deselect all of these checkboxes, all historical grades will
be included in the calculation.
Projected grades are
If the calculation type is Projected, choose the type of grades
used for projected GPA calculations from this pop-up menu.
Projected grades are used to determine grades mid-term, such
as when colleges want grades for a twelfth-grade student for
admission purposes.
Current final grades: Uses current final grades from
PowerGrade, as determined in the School Setup area.
Stored grades from this term: Enter the term
abbreviation in the blank field.
Do not add grade if
If the calculation type is Projected, choose the term for the
grade to use in projected GPA calculations from this pop-up
menu:
A grade for the course exists in any term
A grade for the course exists in this term: Enter the
term abbreviation in the blank field.
A grade will not be added to the calculation if there already
exists an historical grade for the current school year with the
same course number for any store code or for the specified
store code.

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Field
Description
Stored credit hours
If the calculation type is Projected, choose the credit hours
option used in projected GPA calculations from this pop-up
menu:
Use actual credit hours
Get potential credit from course
If projected grades are historical grades, specify whether to use
the actual potential and earned credit stored with the grade or
to use the potential credit hours from the corresponding
course.
Note: When using projected GPA options, most schools will set the last three options as:
"Projected grades are stored grades from this [specified] term;" "Do not add grade if a grade
for this course exists in any term;" and "Stored credit hours use the course's potential credit
hours."
6. Click Submit. The GPA Calculation Methods page displays the new method.
How to Edit 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.

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4. Click the name of the calculation method to be edited. The GPA Calculation Method page
appears.

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5. Modify the GPA Calculation Method information. See the section "
How to Add GPA
Calculation Methods
" to enter information in the fields.
6. Click Submit. The GPA Calculation Methods page displays the edited method.
How to Export GPA Calculation Methods
After you create and save a calculation method, you can export the calculation method for use on
another PowerSchool server. The option to export the calculation method is available only for saved
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.

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3. Click Calculation Methods. The GPA Calculation Methods page appears.
4. Click the name of the calculation method to be exported. The GPA Calculation Method page
appears.

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5. Click "Export as template." Save the file as a PowerSchool Template file (*.pst). You can now
share the file with other PowerSchool servers.
Formulas for Calculation Methods
Like a formula in a spreadsheet, create formulas for calculation methods in PowerSchool. Formulas
consist of functions and arguments, in most cases. Functions are used to perform operations on
values, such as calculating a sum or an average, including a grade point average.
There are five categories of functions:
Numeric: Such as rounded, truncated by specified number of places
Logical: Such as "if," "and," "or"
Statistical: Such as average, max, min, median, product, sum
Text: Such as ASCII characters, uppercase, repeat text by specified number of times
GPA functions: Such as number of grades counted in GPA, course numbers, GPA calculation

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Results of GPA functions may be arrays of values, which are in braces and separated by commas.
For example, the function gpa_percent() may return the result {95.5,83.2,67.8,92} for a student.
When you combine the gpa_percent() function with the statistical function average, the formula
average(gpa_percent()) returns the result of 84.625 for those four grades.
Embed functions within each other to return the exact result you want. When appending the
Round function to the example above to create the formula round(average(gpa_percent()),2), the
result is 84.63. The value 2 in the formula indicates the number of digits to round from the decimal
point.
You can also use any standard numeric or text operators in a formula, such as + (addition), -
(subtraction), * (multiplication), / (division), \ (integer division), ^ (exponentiation), % (modulo), and
& (concatenation). The following comparison operators may be used in logical functions: < (less
than), <= (less than or equal to), > (greater than), >= (greater than or equal to), = (equal to), and <>
(not equal to). For example, use the formula if((average(gpa_percent()))>90,Outstanding Academic
Achievement,) to return the phrase Outstanding Academic Achievement if a student's average
percentage for the grades exceeds 90 percent. If not, the formula returns nothing.
For more information on functions, see the section "
Functions
." For a list of functions, see the
following sections:
"
Numerical Functions
"
"
Logical Functions
"
"
Statistical Functions
"
"
Text Functions
"
"
GPA Functions
"
After you work with GPA calculations, you may want to see the
GPA Quick Reference Card
for
sample functions and output, as well as a description and examples of using the GPA code for
reporting purposes. The GPA Quick Reference Card is in PDF format; you must have Adobe Acrobat
Reader to view the file. For more information on the PDF file type, see the section "
What Is a
PDF?
"
GPA Attempt Types
When calculating a student's GPA, it may be important to consider the number of times he or she
attempts to take a course. An attempt is a numerical expression to determine the length of the
term. The name of the attempt type is the first letter of the term abbreviation, such as Y for year or
S for semester. The corresponding number is the numeric expression, using decimals for fragments
of the term.
Attempt types are used by the gpa_attempts() function. Attempts for a grade are determined by
looking up the first character of the store code or term abbreviation, which is listed with the
attempt type. If a match is found, the value specified for the attempt type is returned. If a match is
not found, zero is returned as a result of that function. For more information on functions, see the
section "
Formulas for Calculation Methods
."

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How to Add GPA Attempt Types
If you are using the gpa_attempts() function, set up GPA attempt types to factor in GPA calculations
the number of times a student takes a course. Otherwise, it is not necessary to create attempt types.
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 Attempt Types. The GPA Attempt Types page appears.
4. Click New. The GPA Attempt Type page appears.
5. Use the following table to enter information in the fields:

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Field
Description
Name
Enter the name of the attempt type, which is the first letter of
the term abbreviation.
Value
Enter the value of the attempt type.
Description
Enter a description for the attempt type.
6. Click Submit. The GPA Attempt Types page displays the new attempt type.
How to Edit GPA Attempt Types
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 Attempt Types. The GPA Attempt Types page appears.

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4. Click the name of the attempt type to be edited. The GPA Attempt Type page appears.
5. Use the following table to enter information in the fields:
Field
Description
Name
Enter the name of the attempt type, which is the first letter of
the term abbreviation.
Value
Enter the value of the attempt type.
Description
Enter a description for the attempt type.
6. Click Submit. The GPA Attempt Type page displays the edited attempt type.

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How to Delete GPA Attempt Types
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 Attempt Types. The GPA Attempt Types page appears.
4. Click the name of the attempt type to be deleted. The GPA Attempt Type page appears.

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5. Click Delete. The GPA Attempt Types page displays without the deleted attempt type.
How to Set Other GPA Settings
Modify other global settings related to GPA calculations, including the number of decimal places
used in credit hours and the ability to prevent modifications of grade scales.
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.

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3. Click Miscellaneous. The GPA Misc Settings page appears.
4. Use the following table to enter information in the fields:
Field
Description
Number of decimal
places in credit hours
Enter the number of places from the decimal point to display
for the credit hours.
Permit modification of
grade scales
Select this checkbox if you want users to be able to modify
grade scales. It is suggested that you deselect this checkbox
after the start of the school year to prevent users from
modifying grade scales. Regardless of this setting, grade scales
can still be modified in PowerGrade.
5. Click Submit. The Changes Recorded page appears.
Functions
Formulas consist of functions and arguments, in most cases. Functions are used to perform
operations on values, such as calculating a sum or an average, including a grade point average
(GPA).
There are five categories of functions:
Numerical functions
: Such as rounded, truncated by specified number of places
Logical functions
: Such as "if," "and," "or"
Statistical functions
: Such as average, max, min, median, product, sum
Text functions
: Such as ASCII characters, uppercase, repeat text by specified number of
times
GPA functions
: Such as number of grades counted in GPA, course numbers, GPA
calculation
Functions must always include the parentheses, even if no arguments are specified. When
specifying arguments to functions, be sure to enclose text values in quotation marks.

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GPA Samples
Sample GPA formulas are listed below to illustrate the options available.
PowerSchool's traditional cumulative weighted GPA, rounded to 3 decimal places:
round((gpa_sum(gpa_gpapoints()*gpa_potentialcredit()/sum(gpa_potent
ialcredit()),3)
PowerSchool's traditional cumulative simple GPA, truncated to 2 decimal places:
trunc((average(gpa_gpapoints()),2)
A value added GPA:
average(gpa_gpapoints())+sum(gpa_addedvalue())
The number of A grades received:
countof(A,gpa_grade())+countof(A+,gpa_grade())+countof(A-
,gpa_grade())
Total of all earned credit:
sum(gpa_earnedcredit())
The text "You are a star student!" if the student received more than 3 A+ grades:
if(countof(A+,gpa_grade())>=3,You are a star student!,)
The list of all letter grades, GPA points, and potential credit values used by the calculation:
gpa_grade()&&gpa_gpapoints()&&gpa_potentialcredit()
The result of one GPA calculation if the student has any grades with added value, or the result of
another if not:
if(sum(gpa_addedvalue())>0,gpa_calculation(honors),gpa_calculation(
standard))
Numerical Functions
Functions are used to perform operations on values, such as rounding numbers to a specified
number of digits. The functions in this category are listed alphabetically.
Most functions have at least one required argument, though some do not accept any arguments.
Optional arguments are surrounded by braces { }. A brief description and one or more examples
follow each function.
Function
name or
alternate
function
Function
Description
Examples
Abs (Absolute
Value)
abs(number)
Returns the absolute value of the
number. The result is either a
positive number or zero.
abs(-4) returns 4
abs(78) returns 78
abs(0) returns 0

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Function
name or
alternate
function
Function
Description
Examples
Dec (Decimal)
or Frac
(Fraction)
dec(number)
Returns the decimal (fractional)
part of a real number. The result is
always positive.
dec(22.575) returns
0.575
dec(-4.12) returns
0.12
Exp
(Exponent)
exp(number)
Returns e raised to the power of
the number. The constant e equals
2.718281828459, the base of the
natural logarithm.
exp(1) returns
2.71828...
exp(0.707) returns
2.02811...
Fact
(Factorial)
fact(number)
Returns the factorial of the
number, equal to
1*2*3*...*number. If the number is
negative, returns the #NUM! error
value.
fact(5) returns 120
fact(7) returns 5040
Int (Integer)
int(number)
Rounds the number down to the
nearest integer. If the number is
positive, returns the integer equal
to or less than the number. If the
number is negative, rounds down
to the next lowest whole number.
int(5.76) returns 5
int(-42.123) returns -
43
Ln (Natural
Log)
ln(number)
Returns the natural logarithm of
the number. If the number is
negative, returns the #NUM! error
value.
round(ln(2.71828),3)
returns 1
ln(4) returns 1.3863...
Log2 (Log to
Base 2)
log2(number)
Returns the logarithm of the
number to base 2. If the number is
negative, returns the #NUM! error
value.
log2(43) returns
5.4263...
Log10 (Log to
Base 10)
log10(number)
Returns the logarithm of the
number to base 10. This is the
inverse of the number E in
scientific notation. If the number is
negative, returns the #NUM! error
value.
log10(100000)
returns 5
Log
log(number{,base})
Returns the logarithm of the
number to a base. If the base is
omitted, uses 10. If the number or
base is negative, returns the
#NUM! error value.
log(10000) returns 4
log(10000,6) returns
5.1404...

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Function
name or
alternate
function
Function
Description
Examples
Mod
(Modulo)
mod(number,divisor)
Returns the remainder when the
number is divided by the divisor.
The result has the same sign as the
value of the number being
divided. If the number or divisor is
a real number, it will be rounded
before calculating the modulo.
mod(5,-2) returns 1
mod(23,7) returns 2
Pi
pi()
Returns pi, the ratio of a circle's
circumference to its diameter.
pi() returns
3.1415926535897931
16
Power
power(number,power)
Returns the result of the number
raised to a power.
power(2,8) returns
256
power(14,0.5) returns
3.7417...
Rand
(Random)
rand({number})
Returns a random number
between 0 and the number. If the
number is omitted, the returned
value is between 0 and 1.
rand() returns
0.8462...
rand(50) returns
31.4896...
Round
round(number,digits)
Returns a number rounded to the
specified number of digits from
the decimal point. If digits are
positive, it specifies the number of
digits to the right of the decimal
point. If negative, it specifies the
number of digits to the left of the
decimal point.
round(59.72893,3)
returns 59.729
round(115925.45,-3)
returns 116000
Sign
sign(number)
Returns 1 when the number is
positive, -1 when it is negative,
and 0 when it is zero.
sign(42) returns 1
sign(-827.32) returns
-1
sign(0) returns 0
Sqrt (Square
Root)
sqrt(number)
Returns the positive square root of
the number. If the number is
negative, returns the #NUM! error
value.
sqrt(25) returns 5
sqrt(86) returns
9.2736...
Trunc
(Truncate)
trunc(number{,digits})
Truncates the number by
removing the decimal (fractional)
part of the number. If digits are
specified it specifies the precision
trunc(548.14687)
returns 548
trunc(3.4583,2)

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Function
name or
alternate
function
Function
Description
Examples
specified, it specifies the precision
(number of decimal places) to
truncate.
returns 3.45
Logical Functions
Functions are used to perform operations on values, such as returning a specified number if certain
conditions are met. The functions in this category are listed alphabetically.
Most functions have at least one required argument, though some do not accept any arguments.
Optional arguments are surrounded by braces { }. A brief description and one or more examples
follow each function.
Function
name or
alternate
function
Function
Description
Examples
And
and(logical1{,logical2,...
})
Returns 1 if all of the arguments
are true (not zero), or 0 if any
argument is false (zero).
and(1,0,1,43) returns
0
and((5=5),1) returns
1
If
if(logical,true_value,fals
e_value)
Returns the true_value if the
logical argument is true (not zero),
or the false_value if the logical
argument is false (zero).
if(1,100,0) returns
100
if(gpa_count()>20,Lo
ts,Few) returns Few
IsBlank
isblank(text)
Returns 1 if the text is blank or 0 if
it is a number or contains text.
isblank(83.2) returns
0 isblank(test)
returns 0 isblank()
returns 1
IsEven
iseven(number)
Returns 1 if the number is zero or
evenly divisible by 2, or 0 if it is
not.
iseven(42) returns 1
iseven(-17) returns 0
IsLogical
islogical(value)
Returns 1 if the argument can be
interpreted as a logical value (0 or
1), or 0 if it cannot.
islogical(0) returns 1
islogical(gpa) returns
0
IsNumber
isnumber(value)
Returns 1 if the argument is a
number, or 0 if it is text.
isnumber(3.412)
returns 1
isnumber(A+) returns

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Function
name or
alternate
function
Function
Description
Examples
0
IsOdd
isodd(number)
Returns 1 if the number is not zero
or evenly divisible by 2, or 0 if it is.
isodd(42) returns 0
isodd(-17) returns 1
IsText
istext(value)
Returns 1 if the argument is text,
or 0 if it is a number.
istext(0) returns 0
istext(gpa) returns 1
Not
not(logical)
Reverses the logic of the logical
value: Returns 1 if logical is false
(zero), or 0 if logical is true (not
zero).
not(1) returns 0
not(5=4) returns 1
Or
or(logical1{,logical2,...})
Returns 1 if any of the arguments
are true (not zero), or 0 if all are
false (zero).
or(0,0,1,0) returns 1
or((5=4),0) returns 0
Statistical Functions
Functions are used to perform operations on values, such as calculating a sum or an average. The
functions in this category are listed alphabetically.
Most functions have at least one required argument, though some do not accept any arguments.
Optional arguments are surrounded by braces { }. A brief description and one or more examples
follow each function.
Function
name or
alternate
function
Function
Description
Examples
Average or
Avg or Mean
average(number1{,num
ber2, ...})
Returns the average (arithmetic
mean) of the numeric arguments.
The arguments may be individual
numbers or results of functions
that return arrays of numbers.
average(12,18,25,15)
returns 17.5
average(gpa_percent
()) returns 80.5
Count
count(value1{,value2,
...})
Returns the number of arguments
given. The arguments may be
individual values or results of
functions that return arrays of
values.
count(12,18,25,15)
returns 4
count(gpa_percent())
returns 5
CountOf
countof(search_value,v
alue1 {,value2, ...})
Returns the number of
occurrences of search_value in the
remaining arguments. The
countof(3.5,4,3.75,3.5
,3,3, 4,3,2,3.5,2.5,3)
returns 2

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Function
name or
alternate
function
Function
Description
Examples
arguments may be individual
values or results of functions that
return arrays of values.
returns 2
countof(A,gpa_grade
()) returns 1
Distinct
distinct(value1{,value2,
...})
Returns an array of the unique
values found in the arguments.
The arguments may be individual
values or results of functions that
return arrays of values.
distinct(4,3.75,3.5,3,3,
4,3,2,3.5,2.5,3)
returns
{4,3.75,3.5,3,2,2.5}
distinct(gpa_grade())
returns {A,B+,B,C+,F}
Geomean
(Geometric
Mean)
geomean(number1
{,number2, ...})
Returns the geometric mean of the
positive numeric arguments. The
arguments may be individual
numbers or results of functions
that return arrays of numbers. If
any argument is negative, returns
the #NUM! error value.
geomean(12,18,25,15
) returns 16.8702 ...
geomean(gpa_perce
nt()) returns 79.0972
...
Harmean
(Harmonic
Mean)
harmean(number1
{,number2, ...})
Returns the harmonic mean of the
positive numeric arguments, the
reciprocal of the arithmetic mean
of reciprocals. The arguments may
be individual numbers or results of
functions that return arrays of
numbers. If any argument is
negative, returns the #NUM! error
value.
harmean(12,18,25,15
) returns 16.2896 ...
harmean(gpa_perce
nt()) returns 77.5126
...
Max
(Maximum)
max(number1
{,number2, ...})
Returns the largest number in the
list of arguments. The arguments
may be individual numbers or
results of functions that return
arrays of numbers.
max(12,18,25,15)
returns 25
max(gpa_percent())
returns 96.2
Maxa
(Maximum
Alphabetic)
maxa(value1 {,value2,
...})
Sorts the arguments
alphabetically, then returns the
last value. The arguments may be
individual values or results of
functions that return arrays of
values.
maxa(red,white,blue,
green) returns white
Median
median(number1
{,number1, ...})
Returns the median of the numeric
arguments. The median is the
number in the middle; half of the
numbers are greater than the
median(1,2,3,4,5)
returns 3
median(1,2,3,4,5,6)

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Function
name or
alternate
function
Function
Description
Examples
numbers are greater than the
median, half are less. If there is an
even number of arguments,
returns the average of the two
numbers in the middle.
returns 3.5
median(gpa_gpapoi
nts()) returns 3.333
Min
(Minimum)
min(number1
{,number2, ...})
Returns the smallest number in
the list of arguments. The
arguments may be individual
numbers or results of functions
that return arrays of numbers.
min(12,18,25,15)
returns 12
min(gpa_percent())
returns 54.8
Min
(Minimum
Alphabetic)
mina(value1 {,value2,
...})
Sorts the arguments
alphabetically, then returns the
first value. The arguments may be
individual values or results of
functions that return arrays of
values.
mina(red,white,blue,
green) returns blue
Mode
mode(value1 {,value2,
...})
Returns the mode of the
arguments. The mode is the most
frequently occurring, or repetitive,
value. If no value repeats, returns
#N/A. In the case of a uniform
distribution, or multiple modes,
returns only one value. The
arguments may be individual
values or results of functions that
return arrays of values.
mode(12,18,25,15)
returns #N/A
mode(12,18,25,15,19,
14,18,9,16,20) returns
18
mode(gpa_gpagrade
()) returns B
Product
product(number1
{,number2, ...})
Multiplies all the numeric
arguments and returns the result.
The arguments may be individual
numbers or results of functions
that return arrays of numbers.
product(12,18,25,15)
returns 8100
Range
range(number1
{,number2, ...})
Returns the difference between
the largest and smallest numeric
arguments. The arguments may be
individual numbers or results of
functions that return arrays of
numbers.
range(12,18,25,15)
returns 13
range(gpa_gpapoint
s()) returns 4
Stdev
(Standard
Deviation)
stdev(number1,numbe
r2 {,number3, ...})
Calculates the standard deviation
of a population based on a sample
given as a list of arguments using
the nonbiased or n-1 method A
stdev(12,18,25,15)
returns 5.56778 ...
stdev(gpa_percent())

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Function
name or
alternate
function
Function
Description
Examples
the nonbiased or n-1 method. A
standard deviation is a measure of
how widely values are dispersed
from the average value (arithmetic
mean). The arguments may be
individual numbers or results of
functions that return arrays of
numbers. If your data represents
the entire population, use Stdevp.
returns 15.6962 ...
Stdevp
(Standard
Deviation
Population)
stdev(number1,numbe
r2 {,number3, ...})
Calculates the standard deviation
of an entire population given as a
list of arguments using the biased
or n method. A standard deviation
is a measure of how widely values
are dispersed from the average
value (arithmetic mean). The
arguments may be individual
numbers or results of functions
that return arrays of numbers. If
your data represents a sample of
the population, use Stdev.
stdev(12,18,25,15)
returns 4.8218 ...
stdev(gpa_percent())
returns 14.0391 ...
Sum
sum(number1
{,number2, ...})
Adds all the numeric arguments
and returns the result. The
arguments may be individual
numbers or results of functions
that return arrays of numbers.
sum(12,18,25,15)
returns 70
sum(gpa_potentialcr
edit()) returns 4
Var (Variance)
var(number1,number2
[,number3, ...})
Returns the variance of a
population based on a sample
given as a list of arguments. The
arguments may be individual
numbers or results of functions
that return arrays of numbers. If
your data represents the entire
population, use Varp.
var(12,18,25,15)
returns 31
var(gpa_gpapoints())
returns 2.5138 ...
Varp
(Variance
Population)
var(number1,number2
{,number3, ...})
Returns the variance of an entire
population given as a list of
arguments. The arguments may be
individual numbers or results of
functions that return arrays of
numbers. If your data represents a
sample of the population, use Var.
varp(12,18,25,15)
returns 23.25
varp(gpa_gpapoints(
)) returns 2.0110 ...

Grades User Guide
Grade Scales
© 2004 Apple Computer, Inc. All rights reserved.
48
Text Functions
Functions are used to perform operations on values, such as joining two strings of text together.
The functions in this category are listed alphabetically.
Most functions have at least one required argument, though some do not accept any arguments.
Optional arguments are surrounded by braces { }. A brief description and one or more examples
follow each function.
Function
name or
alternate
function
Function
Description
Examples
Char
(Character)
char(number)
Returns the ASCII character
corresponding to the number. The
ASCII set used is the Macintosh
extended ASCII set.
char(65) returns A
char(92) returns \
Code (ASCII
Code)
code(text)
Returns the numeric ASCII code of
the first character in the text. The
ASCII set used is the Macintosh
extended ASCII set.
code(A) returns 65
code(gpa is fun)
returns 103
Concatenate
or Concat
concatenate(text1{,text
2,...})
Joins several strings of text into
one string of text.
concatenate(gpa,is,fu
n) returns gpaisfun
concatenate(gpa_co
unt(),,grades) returns
29 grades
Exact
exact(text1,text2)
Returns 1 if both arguments are
identical in case and characters, or
0 if different.
exact(GPA,gpa)
returns 0
exact(Mr. Smith,Mr.
Smith) returns 1
Left
left(text{,num_characte
rs})
Returns the first (leftmost)
character or characters in the text.
If num_characters is omitted,
returns 1 character.
left(GPA) returns G
left(Mr. Smith,3)
returns Mr.
Len (Length)
len(text)
Returns the number of characters
in the text, including spaces,
numbers, and special characters.
len(GPA) returns 3
len(Mr. Smith)
returns 8
Lower
lower(text)
Converts any uppercase characters
in the text to lowercase.
lower(GPA) returns
gpa
lower(Mr. Smith)
returns mr. smith
Mid (Middle)
mid(text,start_position,
num characters)
Returns a specific number of
characters from the text starting at
mid(GPA,1,1) returns
P

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Grade Scales
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49
Function
name or
alternate
function
Function
Description
Examples
num_characters)
characters from the text starting at
the position you specify.
P
mid(Mr. Smith,3,4)
returns . Smi
Proper
proper(text)
Capitalizes the first letter and any
letter following a non-letter in the
text.
proper(GPA) returns
Gpa
proper(2-cent's
worth) returns 2-
Cent'S Worth
Replace
replace(text,start_positi
on,
num_characters,new_t
ext)
Replaces num_characters
characters of text with the
new_text starting at the position
you specify.
replace(gpa
codes,4,5,is fun)
returns gpa is fun
replace(Mr.
Smith,1,3,Mrs.)
returns Mrs. Smith
Rept (Repeat)
rept(text,number_time
s)
Repeats the text the specified
number of times.
rept(gpa is fun ,5)
returns gpa is fun
gpa is fun gpa is fun
gpa is fun gpa is fun
rept(-
,average(gpa_gpapoi
nts())*4) returns -------
----
Right
right(text{,num_charact
ers})
Returns the last (rightmost)
characters in the text. If
num_characters is omitted, returns
1 character.
right(GPA) returns A
right(Mr. Smith,4)
returns mith
Trim
trim(text)
Removes leading, trailing, and
extra spaces from the text.
trim( gpa is fun )
returns gpa is fun
Upper
upper(text)
Converts any lowercase characters
in the text to uppercase.
upper(gpa is fun)
returns GPA IS FUN
upper(Mr. Smith)
returns MR. SMITH

Grades User Guide
Grade Scales
© 2004 Apple Computer, Inc. All rights reserved.
50
GPA Functions
Functions are used to perform operations on values, such as returning the number of grades used
to determine a student's GPA. The functions in this category are listed alphabetically.
Most functions have at least one required argument, though some do not accept any arguments.
Optional arguments are surrounded by braces { }. A brief description and one or more examples
follow each function.
Note: See the values listed on the
GPA Quick Reference Card
to compare the arrays of values
used in the function.
Function
name or
alternate
function
Function
Description
Examples
GPA_AddedV
alue
gpa_addedvalue()
Returns a numeric array listing the
added value for each grade used
in the GPA calculation. If used
within gpa_concat() or gpa_sum(),
returns a single value. See the note
in gpa_sum().
gpa_addedvalue()
returns {0,0.02,0,0,0}
GPA_Attempt
s
gpa_attempts()
Returns a numeric array listing the
attempts for each grade used in
the GPA calculation. The attempts
are determined by comparing the
first character of the store code to
a lookup table defined in District
Setup. If the character is not found
in the lookup table, a zero is used.
If used within gpa_concat() or
gpa_sum(), returns a single value.
See the note in gpa_sum().
gpa_attempts()
returns {1,1,2,2,2}
GPA_Calculati
on
gpa_calculation(text)
Returns the result of the GPA
calculation method whose name is
specified.
gpa_calculation(weig
hted) returns 3.254
GPA_Concat
gpa_concat(formula)
Evaluates the formula once for
every grade used in the GPA
calculation and returns a
concatenated string of the results.
When used inside gpa_concat(),
the following functions return an
individual value instead of an
array: gpa_addedvalue(),
gpa_attempts(),
gpa_coursenumber(),
gpa_earnedcredit(),
gpa_gpapoints(), gpa_grade(),
gpa_concat(if(left
(gpa_grade()) =B,*,))
returns **

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Grade Scales
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51
Function
name or
alternate
function
Function
Description
Examples
gpa_gradelevel(), gpa_percent(),
gpa_potentialcredit(),
gpa_storecode(), gpa_termid(). A
gpa_concat() or gpa_sum()
function cannot be used within
the formula.
GPA_Count
gpa_count()
Returns the number of grades
used in the GPA calculation.
Functionally equivalent to
count(gpa_grade()), but faster.
gpa_count() returns
8
GPA_CountSc
hoolYears
gpa_countschoolyears(
)
Returns the number of unique
school years (not grade levels) for
the grades used in the GPA
calculation.
gpa_countschoolyea
rs() returns 2
GPA_CountU
niqueCourses
gpa_countuniquecours
es()
Returns the number of unique
courses (based on course number)
for the grades used in the GPA
calculation.
gpa_countuniqueco
urses() returns 6
GPA_CountYe
arTerms
gpa_countyearterms()
Counts the number of unique
store codes in each school year,
then returns a grand total.
gpa_countyearterms(
) returns 4
GPA_CourseN
umber
gpa_coursenumber()
Returns a text array listing the
course numbers for each grade
used in the GPA calculation. If
used within gpa_concat() or
gpa_sum(), returns a single value.
See the note in gpa_sum().
gpa_coursenumber()
returns
{MA1001,SC2001,
FA540,LS105, PE200}
GPA_EarnedC
redit
gpa_earnedcredit()
Returns a numeric array listing the
earned credit hours for each grade
used in the GPA calculation. If
used within gpa_concat() or
gpa_sum(), returns a single value.
See the note in gpa_sum().
gpa_earnedcredit()
returns {0,0.5,0.5,1,0}
GPA_GPAPoi
nts
gpa_gpapoints()
Returns a numeric array listing the
gpa points for each grade used in
the GPA calculation. If used within
gpa_concat() or gpa_sum(),
returns a single value. See the note
in gpa_sum().
gpa_gpapoints()
returns
{4,3.5,3.333,2.5,0}

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Grade Scales
© 2004 Apple Computer, Inc. All rights reserved.
52
Function
name or
alternate
function
Function
Description
Examples
GPA_Grade
gpa_grade()
Returns a text array listing the
letter grade for each grade used in
the GPA calculation. If used within
gpa_concat() or gpa_sum(),
returns a single value. See the note
in gpa_sum().
gpa_grade() returns
{A,B+,B,C+,F}
GPA_GradeLe
vel
gpa_gradelevel()
Returns a numeric array listing the
grade level for each grade used in
the GPA calculation. If used within
gpa_concat() or gpa_sum(),
returns a single value. See the note
in gpa_sum().
gpa_gradelevel()
returns {9,9,9,10,10}
GPA_Percent
gpa_percent()
Returns a numeric array listing the
percentage for each grade used in
the GPA calculation. If used within
gpa_concat() or gpa_sum(),
returns a single value. See the note
in gpa_sum().
gpa_percent()
returns
{96.2,88.5,84,79,54.8}
GPA_Potentia
lCredit
gpa_potentialcredit()
Returns a numeric array listing the
potential credit hours for each
grade used in the GPA calculation.
If used within gpa_concat() or
gpa_sum(), returns a single value.
See the note in gpa_sum().
gpa_potentialcredit()
returns {0,0.5,0.5,1,1}
GPA_StoreCo
de
gpa_storecode()
Returns a text array listing the
store code for each grade used in
the GPA calculation. If used within
gpa_concat() or gpa_sum(),
returns a single value. See the note
in gpa_sum().
gpa_storecode()
returns
{Q1,Q2,S1,S1,S2}
GPA_Sum
gpa_sum(formula)
Evaluates the formula once for
every grade used in the GPA
calculation and returns the
numeric total of the results. When
used inside gpa_concat(), the
following functions return an
individual value instead of an
array: gpa_addedvalue(),
gpa_attempts(),
gpa_coursenumber(),
gpa_earnedcredit(),
gpa_sum(gpa_gpap
oints()
*gpa_potentialcredit(
)) returns 5.9165

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Grade Scales
© 2004 Apple Computer, Inc. All rights reserved.
53
Function
name or
alternate
function
Function
Description
Examples
gpa_gpapoints(), gpa_grade(),
gpa_gradelevel(), gpa_percent(),
gpa_potentialcredit(),
gpa_storecode(), gpa_termid(). A
gpa_concat() or gpa_sum()
function cannot be used within
the formula.
GPA_TermID
gpa_termid()
Returns a numeric array listing the
term ID for each grade used in the
GPA calculation. If used within
gpa_concat() or gpa_sum(),
returns a single value. See the note
in gpa_sum().
gpa_termid() returns
{1004,1005,1001,
1101,1102}

Grades User Guide
Graduation Requirements
© 2004 Apple Computer, Inc. All rights reserved.
54
Graduation Requirements
Graduation Sets
Use graduation sets to track student graduation progress. Graduation sets are sets of course
requirements for which students must earn a specified number of credits. For example, you can
create a graduation set for this year's incoming ninth graders.
Within a graduation set, create different subject area requirements, such as Science, Math, and
English. Within each subject area requirement, define the number of credits students must earn to
fulfill that requirement. For more information, see the section "
Graduation Requirements
."
Monitor students' progress towards earning the credits they need to complete a predefined set of
requirements for graduation from your school or entrance to a higher education institution. For
more information, see the section "
Graduation Progress
."
How to Add a Graduation Set
Create graduation sets to determine the number of credits in specific subject categories a student
must earn to graduate. Define the graduation set. Then, define individual subject area requirements
within the set by using course groups or individual course numbers.
1. On the start page, choose School from the main menu.
2. Click Graduation Sets. The Graduation Sets page appears.
3. Click New. The Graduation Requirement Set page appears.
4. Enter the name of the graduation set.

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Graduation Requirements
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55
5. Click Submit. The Graduation Sets page displays the new graduation set.
How to Edit a Graduation Set
Edit the name of a graduation set. To add, edit, or delete graduation requirements associated with
the graduation set, see the section "
Graduation Requirements
."
1. On the start page, choose School from the main menu.
2. Click Graduation Sets. The Graduation Sets page appears.
3. Click the name of the graduation set to be edited in the Graduation Set column. The
Graduation Requirement Set page appears.
4. Edit the name of the graduation set.
5. Click Submit. The Graduation Sets page displays the edited graduation set.

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Graduation Requirements
© 2004 Apple Computer, Inc. All rights reserved.
56
How to Delete a Graduation Set
Deleting a graduation set also deletes any associated graduation requirements.
1. On the start page, choose School from the main menu.
2. Click Graduation Sets. The Graduation Sets page appears.
3. Click the name of the graduation set to be deleted in the Graduation Set column. The
Graduation Requirement Set page appears.
4. Click Delete. The Graduation Sets page displays without the deleted graduation set.

Grades User Guide
Graduation Requirements
© 2004 Apple Computer, Inc. All rights reserved.
57
Graduation Requirements
Use graduation sets to track student graduation progress. Graduation sets are sets of course
requirements for which students must earn a specified number of credits. For more information, see
the section "
Graduation Sets
." Monitor students' progress towards earning the credits they need
to complete a predefined set of requirements for graduation from your school or entrance to a
higher education institution. For more information, see the section "
Graduation Progress
."
Create different requirements within a graduation set. For example, create a requirement for each
major subject area, such as Science, Math, and English. Within each subject area requirement,
define the number of credits students must earn to fulfill that requirement.
How to Add a Graduation Requirement
1. On the start page, choose School from the main menu.
2. Click Graduation Sets. The Graduation Sets page appears.
3. Click Edit Requirements next to the graduation set to which you want to add a requirement.
The Graduation Requirements: [Graduation Set] page appears.

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Graduation Requirements
© 2004 Apple Computer, Inc. All rights reserved.
58
4. Click New. The New Graduation Requirement: [Graduation Set] page appears.
5. Use the following table to enter information in the fields:
Field
Description
Subject Area
Enter the subject area of this graduation requirement, such as
English or History.

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Graduation Requirements
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59
Field
Description
Requirement Name
Enter the name of this requirement.
Prerequisite Hours
Enter the number of prerequisite course credit hours a student
must earn to meet the graduation requirement.
Prerequisite Courses
Select one of the following options to identify the courses a
student must complete in order to meet this requirement:
These course numbers: Enter the numbers of each
course a student must complete. Separate course
numbers with commas.
Note: Most schools select this option and define specific
course numbers.
Courses with these credit types: Identify a credit type
and define the credit type for specific courses on the
Course page.
Note: Your school can create credit types to group
courses together to fill a graduation requirement.
Assign credit types to courses, and then specify that a
requirement is filled by any courses or grades of that
credit type. For example, if you create an ALGEBRA
credit type in this field and assign it to several courses,
and then you specify that any two courses with the
ALGEBRA credit type fulfill a Math requirement,
students meet the Math requirement if they take two
courses with the ALGEBRA credit type.
Courses in this group: Use the pop-up menu to identify
a course group. Students must complete the credit
hours already identified for the courses within the
group to meet this requirement.
Any course at all: Indicate that the student can
complete the number of credit hours by completing
any course. For example, select this option for an
Electives graduation requirement.
Sort Order
Enter a number to determine the order in which the system
evaluates the student's progress in this requirement in
comparison to other requirements. PowerSchool evaluates
graduation requirements from the smallest sort order number
to the largest.
For example, assume you assign a Band course to two
requirements: Fine Arts and Electives. Assign Fine Arts a smaller
sort order number than Electives so that the system first
evaluates the student's progress in the Fine Arts requirement
and then his or her progress in the Electives requirement.

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Graduation Requirements
© 2004 Apple Computer, Inc. All rights reserved.
60
6. Click Submit. The Graduation Requirements: [Graduation Set] page displays the new
requirement.
7. Repeat steps 4-6 for each requirement in this graduation set.
How to Edit a Graduation Requirement
1. On the start page, choose School from the main menu.
2. Click Graduation Sets. The Graduation Sets page appears.
3. Click Edit Requirements next to the graduation set for which you want to edit a
requirement. The Graduation Requirements: [Graduation Set] page appears.

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Graduation Requirements
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61
4. Click the requirement to be edited in the Requirement Name column. The Edit Graduation
Requirement: [Graduation Set] page appears.
5. Use the following table to edit information in the fields:
Field
Description
Subject Area
Edit the subject area of this graduation requirement, such as
English or History.

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Graduation Requirements
© 2004 Apple Computer, Inc. All rights reserved.
62
Field
Description
Requirement Name
Edit the name of this requirement.
Prerequisite Hours
Edit the number of prerequisite course credit hours a student
must earn to meet the graduation requirement.
Prerequisite Courses
Select one of the following options to identify the courses a
student must complete in order to meet this requirement:
These course numbers: Enter the numbers of each
course a student must complete. Separate course
numbers with commas.
Note: Most schools select this option and define specific
course numbers.
Courses with these credit types: Identify a credit type
and define the credit type for specific courses on the
Course page.
Note: Your school can create credit types to group
courses together to fill a graduation requirement.
Assign credit types to courses, and then specify that a
requirement is filled by any courses or grades of that
credit type. For example, if you create an ALGEBRA
credit type in this field and assign it to several courses,
and then you specify that any two courses with the
ALGEBRA credit type fulfill a Math requirement,
students meet the Math requirement if they take two
courses with the ALGEBRA credit type.
Courses in this group: Use the pop-up menu to identify
a course group. Students must complete the credit
hours already identified for the courses within the
group to meet this requirement.
Any course at all: Indicate that the student can
complete the number of credit hours by completing
any course. For example, select this option for an
Electives graduation requirement.
Sort Order
Enter a number to determine the order in which the system
evaluates the student's progress in this requirement in
comparison to other requirements. PowerSchool evaluates
graduation requirements from the smallest sort order number
to the largest.
For example, assume you assign a Band course to two
requirements: Fine Arts and Electives. Assign Fine Arts a smaller
sort order number than Electives so that the system first
evaluates the student's progress in the Fine Arts requirement
and then his or her progress in the Electives requirement.

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Graduation Requirements
© 2004 Apple Computer, Inc. All rights reserved.
63
6. Click Submit. The Graduation Requirements: [Graduation Set] page displays the edited
requirement.
How to Delete a Graduation Requirement
1. On the start page, choose School from the main menu.
2. Click Graduation Sets. The Graduation Sets page appears.
3. Click Edit Requirements next to the graduation set for which you want to delete a
requirement. The Graduation Requirements: [Graduation Set] page appears.

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Graduation Requirements
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64
4. Click the requirement to be deleted in the Requirement Name column. The Edit Graduation
Requirement: [Graduation Set] page appears.
5. Click Delete. The Graduation Requirements: [Graduation Set] page displays without the
deleted requirement.

Grades User Guide
Graduation Requirements
© 2004 Apple Computer, Inc. All rights reserved.
65

Grades User Guide
Stored Grades
© 2004 Apple Computer, Inc. All rights reserved.
66
Stored Grades
Historical Grades Setup
In PowerSchool, student records include two types of grades: current and historical. Current grades
are the students' grades in each of their teacher’s PowerGrade systems. Historical grades are final
grades, or grades that are permanently stored in the students' records. Historical grades appear on
report cards and transcripts.
At the end of each grading term, use the Permanently Store Grades function to copy and store the
students’ current grades in PowerGrade as historical grades. For more information, see the section
"
Permanently Store Grades
."
In PowerSchool, you can view, change, or add to a student’s historical grades. If a student is new to
your school, enter grades from his or her previous school in PowerSchool. If an existing student in
your school receives a grade that needs to be changed, you can change the grade.
How to Create a Single Entry
Enter a student’s grades one at a time for incoming students. Alternatively, use the Multiple New
Entries function on the Academic Record Entry page to enter a single grade. Most schools use the
Academic Record Entry page to enter all grades.
1. On the start page, search for and select the student.
2. Click Historical Grades. The Historical Grades page appears.
3. Click Single New Entry. The Stored Grade page appears.

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Stored Grades
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67
4. Use the following table to enter information in the fields:
Field
Description
School name
Enter the name of the school where the student received the
grade.
School year
Enter the year for which you want to enter a grade.
Store code
Enter the store code that your school uses for the term in which
the student earned the grade. Store codes are determined in
the final grade setup area on the School Setup page.
Hist. grade level
Enter the grade level of the student when he or she received
the grade.
Course Number - Section
Number
Or
Course Name
Enter information in one of the following fields:
(a) If you know the course and section number in which
the student is enrolled, enter this information. The
grade you enter appears on report cards for this
student.

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Stored Grades
© 2004 Apple Computer, Inc. All rights reserved.
68
Field
Description
student.
(b) If you are entering a historical grade, for which no
section record exists, enter the course name. If you
enter only the course name, the grade appears only on
the student’s transcripts.
Whether you select (a) or (b), the system displays the grade on
transcripts and in GPA calculations.
Teacher name
Enter the name of the teacher that taught the class.
Grade
Enter the letter grade the student earned.
GPA points
Enter the number of grade points the student received for this
grade.
Added value
Enter any added value for the grade points, such as 1 for one
additional grade point. You can also use fractions of a point.
Most schools do not enter added values.
Percent
Enter the percent grade the student earned.
Citizenship
Enter the citizenship grade for the term.
Earned Credit Hours
Enter the number of credit hours the student earned in the
course.
Note: The number of earned credit hours and potential credit
hours must be the same.
Potential credit hours
Enter the total number of credit hours the student could have
earned in the course.
Note: The number of earned credit hours and potential credit
hours must be the same.
Credit type
If you could not match the course in which the student
received this grade to a course at your school and you entered
a course name, enter the credit type that counts towards the
requirement if this grade fulfills a specific graduation
requirement at your school.
For example, if a student earned the grade in Russian, and your
school does not offer Russian, enter Russian in the Course
Name field. Then, to have the grade the student earned count
towards the foreign language graduation requirement, enter
Foreign Language or a similar credit type name in this
field.
Otherwise, deselect this checkbox.

Grades User Guide
Stored Grades
© 2004 Apple Computer, Inc. All rights reserved.
69
Field
Description
Exclude from GPA?
Select the option to either include or exclude the grade from
the GPA calculation.
Exclude from class rank?
Select the option to either include or exclude the grade from
the class rank calculation.
Exclude from honor roll?
Select the option to either include or exclude the grade from
the honor roll calculation.
Teacher comment
Enter any teacher’s comments.
5. Click Submit. The Historical Grades page displays the new grade.
How to Create Multiple Entries
This option for entering historical grades is helpful when a student transfers from another school
and all previous grades must be entered in PowerSchool.
1. On the start page, search for and select the student.
2. Click Historical Grades. The Historical Grades page appears.
3. Click Multiple New Entries. The Academic Record Entry page appears.

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Stored Grades
© 2004 Apple Computer, Inc. All rights reserved.
70
4. Enter the school name.
5. Enter a four-digit number in the "School year" field that indicates the year that the school
year began. Use the first of the two calendar years, such as 2003 for the 2003-2004 school
year.
6. Enter the year the student earned this grade in the "Hist. grade level" field.
7. Enter the store code that your school uses for the term in which the student earned the
grade. Store codes are determined in the final grade setup area on the School Setup page.
8. Use the following table to enter information for each course per term in the indicated
school year:
Field
Description
Course Number - Section
Number
Or
Course Name
Enter information in one of the following fields:
(a) If you know the course and section number in which
the student is enrolled, enter this information. The
grade you enter appears on report cards for this
student.
(b) If you are entering a historical grade, for which no
section record exists, enter the course name. If you
enter only the course name, the grade appears only on
the student’s transcripts.
Whether you select (a) or (b), the system displays the grade on
transcripts and in GPA calculations.

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Stored Grades
© 2004 Apple Computer, Inc. All rights reserved.
71
Field
Description
Teacher name
Enter the name of the teacher that taught the class.
Credit type
If you could not match the course in which the student
received this grade to a course at your school and you entered
a course name, enter the credit type that counts towards the
requirement if this grade fulfills a specific graduation
requirement at your school.
For example, if a student earned the grade in Russian, and your
school does not offer Russian, enter Russian in the Course
Name field. Then, to have the grade the student earned count
towards the foreign language graduation requirement, enter
Foreign Language or a similar credit type name in this
field.
Otherwise, deselect this checkbox.
Exclude from GPA?
Select the option to either include or exclude the grade from
the GPA calculation.
Exclude from class rank?
Select the option to either include or exclude the grade from
the class rank calculation.
Exclude from honor roll?
Select the option to either include or exclude the grade from
the honor roll calculation.
Grade
Enter the letter grade the student earned.
GPA points
Enter the number of grade points the student received for this
grade.
Added value
Enter any added value for the grade points, such as 1 for one
additional grade point. You can also use fractions of a point.
Most schools do not enter added values.
Percent
Enter the percent grade the student earned.
Citizenship
Enter the citizenship grade for the term.
Earned credit
Enter the number of credit hours the student earned in the
course.
Note: The number of earned credit hours and potential credit
hours must be the same.
Potential credit
Enter the total number of credit hours the student could have
earned in the course.
Note: The number of earned credit hours and potential credit
hours must be the same.
9. Repeat step 8 for additional courses.

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10. Click Submit. The Historical Grades page displays the new grades.
How to Edit a Stored Grade
There are times when it is necessary to change a historical (stored) grade. Because such a change
can have a serious impact on a student’s permanent record, stored grades must be changed one by
one.
Note: You can create a log entry to track each time you change a grade for a student. For more
information, see the section "
Log Entries
."
1. On the start page, search for and select the student.
2. Click Historical Grades. The Historical Grades page appears.
3. Click the grade to be changed. The Edit Stored Grade page appears.

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4. Use the following table to change a student’s historical grade information on the Edit
Stored Grades page:
Field
Description
School
The school name appears.
School year (term)
The school year and term appear.
Store code
The store code appears.
Hist. grade level
The grade level in which the student enrolled in the course
appears. You can edit the grade level.
Associated section
The section of the course in which the student was enrolled
appears.

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Field
Description
Course number
The number of the course in which the student earned the
grade appears.
Course name
The name of the course in which the student earned the grade
appears.
Teacher name
Enter the name of the teacher of the course section.
Associated grade scale
The name of the associated grade scale appears.
Grade
The alphabetical grade originally entered for the student
appears. You can edit the grade.
Note: The grade does not automatically change with the
percentage and vice versa. If you change one, you must
manually change the other.
GPA Points
Enter the points value that corresponds to the grade. For
example, enter 4.0 for an A.
Added value
Enter any added value for the grade points, such as 1 for one
additional grade point. You can also use fractions of a point.
Most schools do not enter added values.
Percent
Enter the percent grade the student earned.
Citizenship
Enter the citizenship grade for the term.
Absences
Enter the number of absences for the course in the term.
Tardies
Enter the number of tardies for the course in the term.
Earned credit hours
Enter the number of credit hours the student earned in the
course.
Note: The number of earned credit hours and potential credit
hours must be the same.
Potential credit hours
Enter the total number of credit hours the student could have
earned in the course.
Note: The number of earned credit hours and potential credit
hours must be the same.

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Field
Description
Credit type
If you could not match the course in which the student
received this grade to a course at your school and you entered
a course name, enter the credit type that counts towards the
requirement if this grade fulfills a specific graduation
requirement at your school.
For example, if a student earned the grade in Russian, and your
school does not offer Russian, enter Russian in the Course
Name field. Then, to have the grade the student earned count
towards the foreign language graduation requirement, enter
Foreign Language or a similar credit type name in this
field.
Otherwise, deselect this checkbox.
Exclude from GPA?
Select the option to either include or exclude the grade from
the GPA calculation.
Exclude from class rank?
Select the option to either include or exclude the grade from
the class rank calculation.
Exclude from honor roll?
Select the option to either include or exclude the grade from
the honor roll calculation.
Teacher comment
Enter any teacher’s comments.
Change history
A list of any changes to this grade appears.
5. Click Submit. The Changes Recorded page appears.
How to Delete a Stored Grade
Delete a class from a student’s historical grades; however, be certain this is what you want to do.
You are not only deleting the grade from the historical record, you are also deleting the class from
the student’s permanent record. Though this function does not delete the class from the master
schedule, the student’s historical grades for this class cannot be retrieved once deleted.
1. On the start page, search for and select the student.
2. Click Historical Grades. The Historical Grades page appears.

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3. Click the grade to be deleted. The Edit Stored Grade page appears.
4. Click Delete. The Changes Recorded page appears. If you delete the last grade for a class,
the class no longer appears on the Historical Grades page.

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How to Edit Previous School Names
Use this feature to change or enter the name of the school where a class was taken. If you entered a
school name when entering the historical grades, it appears on this page. If you did not enter a
school name, do so from this page.
Note: The school names you enter appear on the student’s transcript next to the school year during
which he or she attended the school. If a student attended more than one school during a school
year, each school and the grades the student received at that school appear in separate lists.
1. On the start page, search for and select the student.
2. Click Historical Grades. The Historical Grades page appears.
3. Click Previous School Names. The Historical School Names page appears.
4. Enter or change the name of the school(s) where the courses were taken.
5. Click Submit. The Changes Recorded page appears.
Click the grade to display the school name on the Edit Stored Grade page. To reset a
changed previous school name, repeat this procedure but leave the School Name field
blank. The Edit Stored Grade page displays the current school.
Permanently Store Grades
At the end of each grading term, use the Permanently Store Grades function to copy and store the
student’s current grades in PowerGrade as historical grades.

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Before permanently storing grades, be sure that you set up grade scales, final grades, and the
current grade display. For more information, see the sections "
Grade Scales
," "
Final Grades
Setup
," and "
Current Grade Display
."
How to Permanently Store Grades
It is recommended that you run several reports before permanently storing grades. The Student
Schedule Listing report lists the current grades and any missing grades for selected students. Print
the Class Rosters report for teachers to verify that all the grades are correct.
1. On the start page, choose System from the main menu.
2. Click Permanently Store Grades. The Permanently Store Grades page appears.
3. Use the following table to enter information in the fields:
Field
Description
Store Code
Use a two-digit code to indicate the term in which the students
earned the grades, such as Q1 or S1. The first character must
be a letter, and the second character must be a number.
Note: Do not use the same store code twice in one year. The
system will overwrite the grades you stored under the store
code the first time with the grades you store the second time.
Use this final grade
Enter the term code from which you want to save the grades.
The term code is usually the same as the store code such as

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Field
Description
The term code is usually the same as the store code, such as
Q1 or S1. For more information on defining term codes, see the
section "
Final Grades Setup
."
Exclude and Include
Enrollment Records
You do not have to store current grades for all students. If you
want to store current grades based on students' enrollment or
dropped class dates, select any combination of the following
checkboxes to filter the selected students:
Exclude enrollment records where the student enrolled
in the class after this date: Enter the date using the
format mm/dd/yyyy or mm-dd-yyyy. If you do not use
this format, an alert appears. If you submit the date with
an incorrect format, the date field will be submitted as a
blank entry.
Exclude enrollment records where the student dropped
the class before this date: Enter the date using the
format mm/dd/yyyy or mm-dd-yyyy. If you do not use
this format, an alert appears. If you submit the date with
an incorrect format, the date field will be submitted as a
blank entry.
Include only enrollment records that are currently active
and that were active on this date: Enter the date using
the format mm/dd/yyyy or mm-dd-yyyy. If you do not
use this format, an alert appears. If you submit the date
with an incorrect format, the date field will be
submitted as a blank entry. To be included in the grade
storing process for a class, a student must have enrolled
in a class on or before the date you enter and cannot
have dropped the course until or after the date.
Note: If you leave the date-related fields blank,
PowerSchool stores a grade for every enrollment record,
including classes that students dropped during the
term. Most schools enter a two-week grace period at
both the beginning and end of the term. This allows for
all of the add/drop procedures at the beginning of the
term to be ignored in the store grades process. Also,
PowerSchool does not store grades for students who
enroll in your school during the last two weeks of the
term.
Request that grades be
stored only for a specific
section
If you want to store grades for students in a specific course
section only, enter the course and section numbers, separated
by a period. For example, enter 113.04 for Course 113,
Section 04. You can do this when teachers are late in entering
their final grades or when testing the process of storing grades.
Store grades for one course section before you store grades for

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Field
Description
all course sections. Leave this field blank to store grades for all
course sections.
Percent of Credits to be
awarded each term
For each term, specify the percent of possible credits each
student can earn. For example, if you store grades for Q1 in a
school year with four quarters, students earn 25% of the
possible credits they can earn in a yearlong course. The terms
listed refer to the courses, such as courses that are one year
long, or courses that are one semester long. If you want to store
grades and you do not want to award credit, enter 0 in these
fields.
Note: Be sure you define the proper amount of credits for all
courses. Also, define that the appropriate grades earn
graduation credit on the Gradescale page.
Options for classes
enrolled at other schools
Use the pop-up menus to indicate the options you want to
apply for storing grades for classes that students take at other
schools:
Store grades for classes enrolled at: Select whether you
want to store grades for all schools or for the selected
school only. If storing for the selected school only,
PowerSchool will not store grades for the other schools
at which students may take classes.
Record the school name of: Select which school name
to use when storing grades. Select either the other
school or the current school.
Options for Withholding
Credit
You can determine that all students who receive a specific
number of attendance points during the date range you enter
do not receive credit for the course and earn an entirely
different grade. For example, the student originally receives a C;
however, due to excessive absences, the student receives a WC
and no credit for this course.
Complete the following steps:
1. Select the checkbox.
2. Enter the number of attendance points the student
must have received and the date range during which he
or she received them to earn the grade you enter.
3. Enter a comment in the teacher comment field if you
want the original grade the student earned before
counting the attendance points to appear with the
comment.
4. Click Store Current Grades. The "Alert: Storing Grades" page displays the status of the
storing grades process.

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Note: If you notice that you entered incorrect data after storing grades, repeat this
procedure for the same store code. PowerSchool overwrites the existing grades with the
new ones.
Export Historical Grades
Create an export file that contains the historical grades for a specific term. Use this procedure to
save a backup file of each term's historical grades or to maintain a record of historical grades
outside of PowerSchool, such as in a spreadsheet program.
How to Export Historical Grades
1. On the start page, choose System from the main menu.
2. Click Export Historical Grades. The Export Historical Grades page appears.
3. Use the following table to enter information in the fields:
Field
Description
School
The page displays the school in which you are currently
working To change the school click School in the navigation

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Field
Description
working. To change the school, click School in the navigation
bar.
School Year
The current school year appears.
Store Code
Enter the store code of the term for which you want to export
historical grades.
Field Delimiter
Use the pop-up menu to indicate how you want the system to
separate fields in the export file:
Tab
Comma
Record Delimiter
Use the pop-up menu to indicate how you want the system to
separate records in the export file:
CRLF: carriage return and line feed
CR: carriage return
LF: line feed
Fields to Export
Enter the internal PowerSchool field names of the fields you
want to export.
Note: If you include a field from another table, enter the table
name in brackets first, such as
[students]student_number. Press Return (Mac) or Enter
(Windows) after each field name.
4. Click Submit. The exported historical grades appear.
Note: To save the file, choose File > Save As from your web browser. Select a file location
and type, such as a text file. Click Save.

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Grade Reports
Grade and Gradebook Reports
Use gradebook reports to determine the class rank or the number of students in a class that
received a specified grade.
How to Run the Grade Count Report
This report displays how many times each letter grade occurred for the selected group during
current or past terms.
1. On the start page, choose Reports from the main menu.
2. On the Reports page, click Run Reports.
3. On the Run Reports page, click Grade Count. The Grade Count page appears.
4. Select an option to indicate which grades to scan. If you select historical grades, enter the
store code for which you want to scan, such as Q2.
5. Click Submit. The resulting report lists the letter grades and how many times they occur in
the specified group for the chosen term.
Proceed by printing the report from your web browser or saving it to another application.
For more information, see the section "
Run, Print, and Save Reports
."

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How to Run the Grade Count By Teacher Report
Like the Grade Counts report, the Grade Count By Teacher report also displays how many times
each letter grade occurred for the group during current or past terms. The only difference is that
this report restricts the results to a single teacher.
1. On the start page, choose Reports from the main menu.
2. On the Reports page, click Run Reports.
3. On the Run Reports page, click "by Teacher" next to Grade Count. The Grade Count page
appears.
4. Use the following table to enter information in the fields:
Field
Description
Scan by student
Select an option to scan by either the selected students or all
currently enrolled students. Refer to the following field to scan
by teacher.
Scan by teacher
Choose the teacher to scan from the pop-up menu. Refer to the
previous field to scan by student.
Scan
Select an option to scan either current grades or historical
grades. If you select historical grades, enter the term you want
to scan in the next field.
5. Click Submit. The resulting report lists the letter grades and how many times each grade
occurs in the specified group for the chosen term.

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Proceed by printing the report from your web browser or saving it to another application.
For more information, see the section "
Run, Print, and Save Reports
."
How to Run the Class Rankings Report
This report provides the class rankings at your school so that you can determine the top students
for each class level.
1. On the start page, choose Reports from the main menu.
2. On the Reports page, click Run Reports.
3. On the Run Reports page, click Class Ranking. The Class Ranking Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Grade Level
Choose the grade level to scan from the pop-up menu.
GPA Type
Choose the type of GPA calculation from the pop-up menu.
Class Rank Method
Choose the GPA calculation method to use for the class ranking
from the pop-up menu.
Display GPAs
To scan only a range of GPAs, enter the range in the fields.
Display Percentiles
To scan a range of grade percentiles, enter the range in the
fields.
5. Click Submit. The Class Ranking Report appears.

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How to Run the Graduation Progress Report
This report provides the graduation progress of the selected students.
1. On the start page, choose Reports from the main menu.
2. On the Reports page, click Run Reports.
3. On the Run Reports page, click Graduation Progress Report (PDF). The Graduation Progress
Report page appears.
4. Select which students to include in the report.
5. Click Submit. PowerSchool runs the report, and the report queue appears. Depending on
your specifications, this could take several minutes.
6. Click Completed to display the report.
How to Run the Honor Roll Report
This report provides honor roll calculations for a group of students. The report displays all honor
rolls the students have received, even if the honor roll was received in another school.
1. On the start page, choose Reports from the main menu.
2. On the Reports page, click Run Reports.
3. On the Run Reports page, click Honor Roll. The Honor Roll Report page appears.

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4. Use the following table to enter information in the fields:
Field
Description
Which Students
Select the students for whom you want to calculate honor roll
information.
Do one of the following:
Select the single student option.
Select the current selection of students option.
Select the all enrolled students in the current school
option.
Report Title
Enter the name for this honor roll report.
Honor Roll Method
Choose the honor roll method you want to calculate from the
pop-up menu. Specify a single honor roll method or all honor
roll methods.
Store Code
Do one of the following:
Enter only the store code for which you want to run the
report.
Leave this field blank to list all store codes.
School Year
Do one of the following:
Enter the school year for which you want to run the
report. Only honor roll records stored during the single
school year specified will be listed.
Leave this field blank to list only records from the
current school year.
Historical Grade Level
Do one of the following:
Enter the grade level for which you want to run the
report. Only honor roll records the student earned while
at the single grade level specified will be listed.
Leave this field blank to list all grade levels.
5. Click Submit. The Honor Roll report displays the following information:
Title

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Student name
Student number
Grade level
GPA
6. Click any of the student names to view detailed honor roll information for that student.
Report Cards
Report card reports produce much more than just standard end-of-the-term reports. You can also
use them to create other types of documents, such as custom letters or progress reports. Any report
card-style report can include text as well as fields from the PowerSchool system.
You can only create report cards for the term selected on the start page. To report on more than
one term, create an object-style report. For more information, see the section "
Object Reports
."
How to Open a Preview Page
When creating custom reports, it is a good idea to preview them often as you work. Therefore,
before you create any new reports, it is suggested that you open a preview (browser) page.
1. On the start page, search for and select any student.
2. Click the PowerSchool logo.
3. Choose Reports from the main menu.
4. On the Reports page, click Report Setup.
5. On the Report Setup page, click Form Letters. The Form Letters page appears.

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6. Click Print. Leave the Print Reports page open as you create each type of report in a new
web browser window. You will return to it to review the report template as you work. In
future instructions, this page is referred to as the preview page.
How to Add a Custom Report Card Template
Title
1. Open a second web browser to the PowerSchool start page.
2. Choose Reports from the main menu.
3. On the Reports page, click Report Setup.
4. On the Report Setup page, click Report Cards. The Report Cards page appears.
5. Click New. The Create New Report Card Format page appears.

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6. Use the following table to enter information in the fields:
Field
Description
Name of new report card
template
Enter a name for the template.
Title
Enter a title to print on the report card. Use data codes or HTML
tags in addition to text.
Title Style
Choose a style from the pop-up menu. To configure the styles,
see the section "
System Styles
."
7. Click Submit. The Report Cards page appears.
8. Click the report you just created.
9. On the Report Card page, choose the title justification from the pop-up menu.
Heading
The report card title is complete. Set up the heading. Remember that this can include any type of
information, such as your school's address, a note to parents, HTML tags, or data codes that pull
information from the PowerSchool database.
1. Click Heading. The Report Card Heading page appears.

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2. Use the following table to enter information in the fields:
Field
Description
Heading Text Style
Choose the style for the heading text from the pop-up menu.
Justification
Choose the heading alignment from the pop-up menu.
3. Enter the content of the heading in the large white field using text, HTML tags, and
PowerSchool data codes. For a complete list of data codes, visit the PowerSchool Customer
Support web site at
https://www.powerschool.com/support/downloads/
and click
PowerSchool Codes. For a complete list of field codes, click View Field List on the
PowerSchool start page.
4. Click Submit.
Schedule Listing
The report card heading is created, and you return to the Report Card page. Format schedule
listings to display grades, citizenship, absences, tardies, and even scores for individual assignments.
You are encouraged to experiment with the different options on the pop-up menus.
1. Click Schedule Listing. The Student Schedule Listing page appears.
2. Use the following table to enter information in the fields:
Field
Description
Column Titles Style
Choose a style for the column titles from the pop-up menu.
Class Listings Style
Choose a style for the class listings from the pop-up menu.

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Field
Description
Use Future Schedule
Select this checkbox to use next year's student schedules. To
use this year's schedules, deselect the checkbox.
3. The remaining items on the first section concern the format of the report card. Complete
them as necessary. Use the defaults by not making any changes to the formatting fields. For
further explanation of the fields, see the section "
Report Formatting
."
Select what data will make up the schedule listings (in the columns).
4. Use the following table to enter information in the fields:
Field
Description
Shows
Use the pop-up menu to choose the information for the first
column on the report card.
Use the next field only if you make certain choices for the
Shows column. If you select any of the following in the Shows
column, enter a specific term in the next field:
absences
tardies
attendancepoints
previousgrade
prev. percent
prev. tchr. cmnt
prev citizenship
prev crdit hours
If you select "attendance" in the Shows column, enter an
attendance code.
If you select "asmt score," "asmt pct," or "asmt pts poss" in the
Shows column, enter an assignment name. The assignment
name must exactly match that in the gradebook.
When the Shows column is blank but you want a title for the
column, enter text or an HTML tag in the next field.

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Field
Description
PowerSchool will use the information to populate that column
of the report.
Column Title
Enter a column title.
Column Width
Enter a column width.
Align
Enter one of the following codes:
R for right justification
L for left justification
C for center justification
5. Repeat step 4 for other columns to be included on the report card. Create up to 12 columns.
6. Use the following table to enter information in the fields:
Field
Description
Include Only Those
Classes
Select this checkbox for the students who have final grades
recorded in the specified term (optional). In the space provided,
enter the term(s)/store code(s), such as Q1, Q2, and Q3. This
tells PowerSchool to list only classes for which there are stored
grades for the term(s) listed. When a student drops a class and
does not receive a final grade, the class will not appear on the
report card.
Extended stored grade
retrieval
Select this checkbox (optional). This is helpful when a student
switches from one section of a course to another section of the
same course. The courses and grades appear on one row of the
report rather than different lines for each section.
7. Click Submit. The Report Card page appears.

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Footer
The report card listings are complete, and you return to the Report Card page. Now, set up the
footer. The footer is exactly like the heading except that it appears below the schedule listings. This
can include any type of information, including your school's address, a note to parents, HTML tags,
or PowerSchool data codes.
1. Click Footer. The Report Card Footer page appears.
2. Use the following table to enter information in the fields:
Field
Description
Footer text style
Choose the style for the footer text from the pop-up menu.
Justification
Choose the footer alignment from the pop-up menu.
3. Enter the content of the footer in the large white field using text, HTML tags, and
PowerSchool data codes. For a complete list of data codes, visit the PowerSchool Customer

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Support web site at
https://www.powerschool.com/support/downloads/
and click
PowerSchool Codes. For a complete list of field codes, click View Field List on the
PowerSchool start page.
4. Click Submit. The report card footer is created, and you return to the Report Card page.
5. Select an option to indicate which schools on the PowerSchool system will have access to
this report.
6. Select the checkbox if teachers can print this report.
Page Setup
Specify how the report fits on the page.
1. Click Margins & Page Setup. The Report Card Margins page appears.
2. Use the following table to enter information in the fields:

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Field
Description
Margins
Enter the margins for the left, top, right, and bottom of the
page.
Orientation
Choose the orientation from the pop-up menu.
Reduction
Enter a reduction scale (optional). This refers to the finished size
of the report. Fit more on a page by reducing it by a
percentage, but remember to leave it as large as possible for
easier viewing. Reduction is also known as scale.
3. Click Submit. The Report Card page appears.
Print Setup
Specify how the report will print.
1. Click Special Printing Options. The Special Printing Options page appears.
2. Use the following table to enter information in the fields:
Field
Description
Multiple Reports per
Page
Select the checkbox to create more than one report per page
(optional). If you select this option, enter the number of reports
that appear across the page and down each column.
Gutter Widths
If you are printing multiple reports on each page, enter the
gutter widths for the columns and rows.
Suppress column title
printing
Select this checkbox to hide the column titles (optional).
3. Click Submit.
4. Click Submit again on the Report Card page to save the report template.

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How to Preview a Report Card
1. Return to the preview page.
2. Use the following table to enter information in the fields:
Field
Description
Which report would you
like to print?
Choose the report card from the pop-up menu.
For which students?
Select an option to indicate the students for whom the report
will be run, if necessary.
Print only the first X
pages
If you only want to print a limited number of pages, select this
checkbox and enter the number of pages. If you make no
selections at the Which Students option, a report prints for each
student.
In what order?
Select an option to indicate the sort order.
If printing student
schedules, use...
Select an option to indicate enrollment specifications. If you
select the "enrollment as of" option, enter the enrollment date
in the field.

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Field
Description
Watermark Text
If you want to print text as a watermark on each page of the
report, use the pop-up menu to either choose one of the
standard phrases or choose Custom and enter the text you
want to print as a watermark in the field.
Watermark Mode
Use the pop-up menu to determine how you want the text to
print. Watermark prints the text behind objects on the report,
while Overlay prints the text over objects on the report.
When to print
To run this report, select a time to start it:
ASAP: Execute immediately.
At Night: Execute during the next evening.
On Weekend: Execute during the next weekend.
On Specific Date/Time: Execute on the date and time
specified in the following fields.
3. Click Submit. The report appears with the specified parameters. Review the report from
beginning to end to verify that the formatting and content are correct.
How to Edit a Custom Report Card Template
1. On the start page, choose Reports from the main menu.
2. On the Reports page, click Report Setup.
3. On the Report Setup page, click Report Cards. The Report Cards page appears.

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4. Click the report to be edited. The Report Card page appears.
5. See the section "
How to Add a Custom Report Card Template
" to edit the report card
to meet your needs and specifications.
6. Click Submit. The Report Cards page appears.

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If you are ready to run the report, see the section "
Run, Print, and Save Reports
."
How to Delete a Custom Report Card Template
1. On the start page, choose Reports from the main menu.
2. On the Reports page, click Report Setup.
3. On the Report Setup page, click Report Cards. The Report Cards page appears.
4. Click the report to be deleted. The Report Card page appears.

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5. Click Delete. The Selection Deleted page appears.

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