eSchoolPlus Gradebook Training Guide -...

eSchoolPLUSTeacher Access Center 1.8 Guide

Revised 7/23/08

eSchoolPlus Teacher Access Center 1.8 Training Guide

This training guide explains the features within the eSchoolPlus Teacher Access Center. The guide is divided into ten chapters:

I. Accessing Teacher Access Center (TAC)……………………………………………… 3

II. My Home……………………………………………………………………………………… 4

III. Viewing Class Lists……………………………………………………………………… 5

IV. Taking Attendance and Morning Bulletin……………………………………………… 7

V. Entering Gradebook Assessments …………………………………………………….. 10

VI. Load From Gradebook into Interim Progress Reports……………………………... 18

VII. Load From Gradebook into Report Cards……………………………………... 19

VIII. Email Students and Guardians……………………………………………………... 20

IX. Frequently Asked Questions……………………………………………………... 21

eSchoolPLUS Teacher Access Center 1.8 Guide

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I. Accessing Teacher Access Center (TAC)

1. Start your computer, log in, and connect to the Internet.

2. Connect to the TAC URL for your school by clicking on eSchool located on the Staff Resources Page from the District Website Homepage

3. You will be prompted to enter your username and password.

On July 1, 2009, the State of Delaware implemented a new password structure for eSchoolPlus Passwords in order to fight the Conficker virus. When you try to login using the password you had in June of 2009 on the first screen pasted below, you will get the second screen below after you click Log On.


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https://eschoolplus.doe.k12.de.us/

At this point you enter your password for eSchoolPlus last used in June and then enter a new password TWICE and then click Change Password. The rules for the new passwords are:

%6%. The password must be at least 8 characters in length.%6%. The password must contain at least one capital letter.%6%. The password must contain at least one small letter.%6%. The password must contain at least one numeral (Base 10 digits from 0 through 9).%6%. The password CANNOT CONTAIN any two consecutive letters from your user name. For example, if your

user name is cphwcordrey, you cannot choose any of the following as your password:%6%. Cobalt123 (co in both cobalt and cphcordrey)%6%. Phone345 (ph in phone and cphwcordrey)%6%. EyeHole789 (ey in EyeHole and cphwcordrey)%6%. Dreadlocks982 (dr in Dreadlocks and cphwcordrey)

If you have any difficulties remembering your June password for eSchoolPlus or changing to a new password based on the above, please call technology office at 302-644-7920.


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II. My Home

The home page of Teacher Access Center (above) allows the teacher to access the attendance and gradebook tools in eSchoolPlus, as well as a list of classes, reports previously run, and news items.

My Classes:Clicking the link for any attendance or report card option will display information based on the fields along the top of the grid:

Courses: The list of courses will display one of four options: Current MP Courses: Courses meeting in the current

marking period Attendance Courses: Those courses or homerooms

which take attendance Graded Courses: Those courses which receive grades All Courses


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Attendance Date: The date to view attendanceRC Run: The current marking period for report card gradesIPR Date: The processing date for Interim Progress Reports

Left Menu Options:Clicking the options on the left menu is an alternate way of accessing the attendance and grades options available in the My Classes section. The left menu options redraw the My Classes screen based on the choice. The options include:

View Student List: Display class listsTake Attendance: Display Attendance ClassesMorning Bulletin: Report of absent studentsDefine Assessments: Display classes to Define Gradebook AssessmentsScore Assessments: Display classes to Enter Gradebook scoresEnter Interim Progress: Display classes for Interim Progress EntryEnter Report Cards: Display classes for Report Card EntryEnter Competencies: Display classes for Elementary Report Card EntryEmail Students/Guardians: Send emails to students and/or guardiansSelect Theme: Alter colors and design of screenSet Environment: Return to the login page

News:News options are district-wide messages from your System Administrator

My Reports:This section will hold reports generated by the Gradebook program and copies of any emails sent to parents and students through TAC

III. Viewing Class Lists

The Class Lists Option allows you to view class lists based on homerooms or scheduled courses.

Procedure:

1. On the My Home page the List link for the appropriate class in the My Classes section

2. If desired, click on a student’s name to display demographic, scheduling, and/or attendance information about that student. You may click the links to either Scheduling Information or Attendance Information to view detail.


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3. Click the Home icon in the top right corner of the screen to return to the My Home page.

Options:

Show Withdrawn Students: To show students who are no longer in class, check the Show Withdrawn Students box.Additional columns: To add columns, click on Home Building, House/Team, Nickname, and/or Alias Name. Print: To print the class list, click the green PRINT icon in the upper-right corner.


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IV. Taking Attendance and Morning Bulletin

Teachers may take attendance for students in either their homerooms or scheduled courses.

Procedure:

1. From the My Home page click one of the following options under the Actions column for the appropriate course:

Att: Displays a class list for attendance entryAll P: Marks all students present.

2. If you selected the Att option, a class list will display

3. Click one of the following checkboxes:

A: Student was absent T: Student was Tardy to Class P: Student was previously marked absent, but was actually present. Only use this code to make corrections.

4. Late Arrival To School or Early Dismissal Times will be entered by the Attendance Office.

5. Use the Check All ABS button to mark the entire class absent

6. Click a student’s name to display registration information.

7. Click the Morning Bulletin option on the left menu to display a list of absent students for your class/homeroom or entire building.

8. Click Save to save the screen.


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Attendance Screen:


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Use the Morning Bulletin page to view attendance information for students in a specified building for a specified date. You may view attendance information for only students who are in your classes, or you may view attendance information for all students.

1. Select the menu option to display the Morning Bulletin page. The bulletin displays initially with today’s date and only your students.

2. If you want to change the view:

Click on the drop-down box down arrow in the Attendance Date field to change the date for which you wish to view the Morning Bulletin.

At the Show prompt, select Only My Students to view just your students or select All Students to view all.

Click the button. The bulletin will display for the selected day and group of students.


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V. Entering Gradebook Assessments

The Gradebook feature in Teacher Access Center allows teachers to enter student grades for tests, quizzes, and other assignments given to students. Assessments must first be defined before scores can be entered.

Procedure:

1. From the My Home page click one of the following options under the Actions column for the appropriate course:

A) Def: Defines Gradebook Categories and AssessmentsB) Score: Enter Gradebook Scores


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A) Defining Assessments

1. Click the Categories tab to view a list of the types of assessments that your class will use. The Categories tab will display automatically if you have no assessment types defined. There are different categories and weights defined for each content area. Please check with your department chair before setting your categories and weights. You can also choose categories (like Power Tasks) and set a weight of zero if you would like the scores to show up in HAC but not count in the marking period average.

2. Place a check mark next to each assessment type that you will use in your class. You may revise your choices later if you wish by clicking the Edit option.

Weight: Allows you to define the weights for each category.


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Drop Lowest: Allows you to specify how many lowest grades to drop

within a categoryExclude Missing: Specify whether a missing grade in the

gradebook is ignored or calculated as zero.Percent: The weights you set should add up to 100%

3. If you would prefer (and your department allows you) to use a total points gradebook (which calculates the average by a running total of points, not weighted categories), you may check the box labeled Calculate Average Using Total Points.

4. Choose a Default Grading Scale to interpret the numeric average to an alpha mark.

5. The Assessment tab is used to define assignments within a specific category. Selections with a red asterisk are required choices.

6. The following choices are available on this screen:


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a. Enter the date assigned in the format MM/DD/YYYY (or click on the calendar.)

b. Enter the due date in the format MM/DD/YYYY (or click on the calendar.)

c. Select the category for the assessment. Note that these choices match the assessment types selected on the Categories page.

d. Select whether or not the assessment is for extra credit. By default, the assessment is not for extra credit (i.e., the assessment “counts” as part of the student’s grade). If it is for extra credit, any points earned may be added to either the running total of points or the final average. If an assessment is designated as extra credit, students who do not complete the assessment will not be penalized.

Add to Total points – The extra points will be added to the numerator before averaging. Thus if a student had 180 points out of 200 possible points, plus 5 extra credit points, the average would be 185/200 or a 92.5 percent.

Add to Average - The extra points will be added after the average is calculated. Thus if a student had 180 points out of 200 possible points, plus 5 extra credit points, the average without the extra credit would be 180/200 or 90 percent. With the 5 extra credit points, the average would be 95 percent.

Not Extra Credit. The regular calculations apply.

e. In the Description field, enter a brief description of the assessment. The More… button allows for more details to be entered if desired. Give as much information as possible because whatever you enter will be viewable at home by the parents. The more information, the fewer the phone calls.

f. In the Points field, enter the maximum number of points that can be earned on the assessment. Do not include any Extra Credit points.

g. In the Weight field, enter the weight for this assessment. The weight is a multiplier that can be used to weight certain assessments differently within a category. The default weight should be “1”. Teachers who want the assignment to count more or less can adjust the weight accordingly.


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h. Publish Item makes the assessment visible in the Home Access Center. This is required to be checked.

i. Publish Score makes the score visible in the Home Access Center. This is required to be checked.

j. Click the Save link to save the current entry and add more assessments. Clicking the Save link also enables the Files icon. The Files icon allows you to attach a document to an assessment if, for example, you would like to provide an electronic copy of a homework assignment. This document would be accessible through the Home Access Center. When you click on the Files icon, a Browse window will open up allowing you to attach any file you have access to on your computer. Choose the file and click on Upload.


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k. After an assessment has been saved, changes can be made to the assessment by clicking the Edit link at the far right.

l. Clicking the Delete link will delete an assessment that has already been saved. Assessments that have scores entered cannot be deleted unless the scores are deleted first.

To copy from on class to another:1. Once assignments have been defined, they may be copied from one

section to another. From the My Home page, under Actions, click on the Def link to the right of the course for which you have already defined assessments.

2. Click the Copy button.3. Leave the Copy Direction set to To Courses.4. Select the copy type: Categories and Assessments, Categories

Only, or Course Attachments Only5. If any of the following apply, check the appropriate box: Overwrite

Categories, Cop Course Attachments, and/or Copy Assessment Attachments.

6. Select all the marking periods from which you are copying (the “Source” marking periods.)

7. Under the section labeled To Courses, under the Include column, check the courses to which you want to copy assessments.

8. Under each marking period to which you are copying, designate the marking period to which you are copying (the “Target” marking periods.)

9. Scroll to the bottom of the page.10. Next to each of the categories and assessments, check the boxes

corresponding to the categories and assessments that you would like to copy.

11. Click the Copy button at the top or bottom of the screen.

B) Scoring Assessments


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1. Enter student scores in the column. For ease of entry, you may use TAB to navigate between fields.

2. As student scores are entered, the student’s cumulative average automatically updates. The student’s average is NOT recalculated if the assessment being entered has not yet reached the specified due date. The class average will automatically display at the bottom of the screen. Along with the regular number score for each assessment, you can also type in ex for excused. This will not affect the student’s average but will show that the student was excused from the assessment.

3. The Notes icon will allow you to enter notes about individual students. These can be published (for access by parents through HAC) or not published (for the teacher only).

4. The Grading Scale menu choice allows the choice of a specific grading scale for an individual student. If left blank, the default Grading Scale from the Categories tab will apply.


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5. Option buttons near the top of the score entry page are:a. Assessments – will return you to the list of assessments.

b. Printable – will show a printer-friendly version of the score entry page.

c. Student detail – will show a PDF document of student data that has been entered in the gradebook.

d. Missing scores – will show a PDF document of grades missing from the gradebook.

e. Student aliases – will allow the teacher to specify aliases in place of a students name if, for example, grades would be posted in a classroom. The order of the names can also be rearranged.

f. Default grade – will allow the teacher to mass-enter a grade if many students earned the same score on an assessment. Individual scores can be changed after the scores are mass-entered.

6. The tabs on the score entry page (HWK, QUIZ, TEST, PROJ, etc.) allow you to view individual categories of grades. By default, all grade categories are visible in the gradebook. Categories that have not been defined in a class are grayed out.

7. All grades are saved automatically as they are entered.

8. Option buttons on the top of the Scores page are:

My Classes: Returns to the Home Page Assessments: Returns to the Define Assessments page Printable: Generates a printer-friendly version of the score page. Student Detail: Generates a PDF document of student data

(single page per student). You can choose to show class averages and/or student averages on the report.

Missing Scores: Generates a PDF document of blank grades. Student Aliases: Allows the teacher to specify aliases in place of

student names. Teachers can then post scores in the classroom. The order of the names can be rearranged.

Default Grade: Allows the teacher to mass-enter a grade if many students earned the same score on an assessment. Individual scores can then be changed after the scores are mass-entered. If a student already has a score entered, the score will NOT be overwritten.


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Comment: Allows the teacher to enter a free-text comment about an assignment and/or choose from a list of standard comment codes about assignment.

Averages: This option calculates and displays the student’s current average.

9. Printable Option allows for many different types of reports to be printed:

Show Student Names: Select Real Names, Alias, or None. In order to display alias names, aliases must be defined from the Alias link on the Score Assessments page.

Show Student ID: Check this box to display the student ID number.

Show Withdrawn Students: Check this box to display students no longer in this class.

Roster Only: Check this box to remove assessments and scores. Checking this box also enables the Grid checkbox, which creates an entry form.

Assessment Key: Check this box to display the Assessment Descriptions at the bottom

Show Averages: Check this box to display Class Averages at the bottom of each assessment.

Show Grades: Shows the current marking period grade Show Total Points: Check this box if the course is

calculated using total points

10. Export to Excel is best done this way:1. Click on “Printable” on scores page2. Click “Export to Excel” 3. Click and drag to highlight data.4. Right-click and choose copy5. Open new Excel file on computer6. Click on A1 cell and right click. Choose paste.7. Save Excel file to computer

VI. Load from Gradebook into Interim Progress Reports

Teachers may enter Interim Progress comments for scheduled classes. Interim Progress reporting is based on a processing date called IPR Date. Remember


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that eSchoolPlus is VERY DATE SENSITIVE. No scores with due dates after the specified interim (or report card) date will be counted in the interim (or report card) average.

Procedure:

1. From the My Home page click the IPR option under the Actions column for the appropriate course

2. Enter comments for each student. Use the dropdown choices or type in the correct comment code.

3. Change the IPR Date at the top of the screen to view or edit another marking period’s Interim Progress Information.

4. Click the Show Notes button to display a free text box for additional comment space, which will print on the Interim Progress Report.

5. Click My Classes to see other classes.6. Click Save to save the screen.

VII. Load from Gradebook into Report Cards


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When Marking Period grades are due, you may click the Report Cards option to load in the current average as well as add exam grades and report card comments.

1. Click the Enter Reports Cards option on the left menu or the RC link in the My Classes section of the My Home page:

2. Click the Load From Gradebook option to insert the Marking Period grades.

3. Review grades and adjust if necessary. If you have changed a calculated grade, you must be sure that the checkbox labeled Ovr: has also been checked. This will prevent the adjusted grade from being reloaded from Gradebook.

4. Continue to enter other types of marks and comments. Hit Save when finished.

5. Choose Summary to see all marking periods for that student.


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VIII. Email Students and Guardians

Teachers may send an email to all students and/or guardians in their homerooms or classes.

Procedure:

1. From the left menu of the My Home page select Email Students and Guardians.

2. Scroll to the bottom of the page to compose the email. Use the Attach a file link to attach a document to the email.

3. Check the boxes of the classes to include 4. Click the folder of a specific class to select individual students or to view

email addresses.5. Click Send to send the email


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IX. Frequently Asked Questions

Can I access the electronic gradebook at home?Yes, open Firefox browser and type in https://eschoolplus.doe.k12.de.us. Log in using your eSchool PLUS username and password and proceed according to the directions in this manual. If you have dial-up, it will take a long time to load the data.

Can I use Netscape?No, Netscape does not support JavaScript. You may use Internet Explorer for Windows or Firefox for Macintosh. There is also support for Safari.

What happens if a parent tells me that they do not know their password?Inform the parent to call the school’s guidance secretary. She has the ability to change their password and username.

Why did the assessments or grades I just entered not show up in the HAC?You probably did not check the Publish option. Scroll all the way over to the right to make sure both of the Publish boxes are checked on the Define Assessments page.

Will the Electronic Gradebook fit my grading style?Yes, the Electronic Gradebook is extremely flexible and adaptable. Just set up your categories and then assign each of your assessments a category. You still have the ability to be creative in your assignments. Help is available if you need it.

Do I have to set up my Categories for all Marking Periods at once?No, you have the option of setting up one Marking Period at a time, two at a time, or even all of them at once.

Do I have to set up all of my Assessments right away?No. You can add and delete assignments, tests, quizzes etc. whenever you wish.

Can I delete an assignment?Yes, as long as no scores have been entered for that assignment you can delete it by checking the Delete option on the Define Assessments page. However, once you put scores in for an assessment, they must be backed out using the Backspace key one at a time before the Delete option will appear.

Do I have to publish everything in the Home Access Center?


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https://eschoolplus.doe.k12.de.us/

Yes. The District requires every instructor to make all assessments and scores visible to parents.

Is there a possibility of losing all of my grades on eSchool?No. Everything is automatically backed up.

Can I back my grades up to a disk?No. With this in mind, you could print out class reports regularly or export your grades to Excel. This also comes in handy when you want to look back at previous marking period grades/averages.What if my class lists are incorrect?Teachers cannot add or delete names to class lists. It is the Guidance Department’s job to see that lists are updated immediately when changes take place. If there is a discrepancy with your class list, contact the Guidance Department.

Some of my student names are in italics or are in red italics. What does this mean?Italics indicate students who have dropped the course or entered it late. Red italics indicated a student who entered the course late. By hovering over the italicized name, you are able to view the comment.

Can I access last year’s assessments?Yes. Go to: https://esp-training.doe.k12.de.us/WebSMS/Content/Admin/Menu/default.aspLog in and choose 07-08 rollover to access last year’s gradebook.

Can I copy my assignments from last year into this year?No, but next year you WILL be able to do that.

Can I add a different category to the list?These categories are set at the District level and cannot be modified. Categories have been set up based on recommendations from the District Grading Committee.

If I use Total Points, do I still have to define categories?Yes, but you will not weight them.

Can I change my mind after I have defined categories for a class?Yes. But if you have entered any assessments for that category, or any grades for that assessment, you will have to delete the grades and the assessment before you can redo the categories. You should also not change categories and/or weights after your grading policy has been shared with students and their parents.

Are there specified categories and weights for certain departments?


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https://esp-training.doe.k12.de.us/WebSMS/Content/Admin/Menu/default.asp

Yes. Please check with your department chair for specifics.

Can I copy my assessments to other classes?Yes. If you want to Copy assessments to other classes, click on DEFINE ASSESSMENTS, choose a marking period, choose the class you want to copy the assessments FROM, and click Copy at the bottom. Follow the directions on the page to choose what you want copied and to which class. Click Copy when finished.

When I am entering the possible number of points, should I allow for bonus points?Not here. You will add the bonus points to the student’s score when you enter it. Setting the possible number of points for a given assessment does not limit the number of points you can give a student for a score on that assessment.

What does the “Student Average” include?The Gradebook determines a student’s average for a category based only on scores for assignments that are due or past due, not future assignments. Remember that eSchool is VERY DATE SENSITIVE. If the due date for the assessment is in the future, the average will not contain those scores (even if they have been entered) until that date occurs. The same goes for Interim Grades. Once the date for the Interim Reports is past, no additional scores will be included in the student’s IPR average.

Why are some scores in a colored box? If a score is in a pink box, then that score will not be included in the

Student’s Average because you have set up that category to drop the lowest grade. The pink box indicates a score that will be dropped due to your requirements for that category.

If a score is in a yellow box, then that score will not be included in the Student’s Average because it was incorrectly typed.

If a score is in a blue box, it is more than the number of possible points you defined for that assignment.

Can I give a negative number as a score?No.

Will eSchool calculate the final grade, counting the exam?Yes. The individual course exam weights will have been entered into the system. Teachers will see the final grade and will be able to override it themselves.

How quickly do I have to post grades after an assessment is completed?


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You have seven school days to post grades after the due date of an assessment.


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