Term Grade & Report Card: (Step 3 of 3) : Publishing, Downloading and Emailing Report Cards

Overview

This guide covers the final stage of report cards: checking for missing items, adding comments, publishing, downloading, emailing to parents, and fixing common problems.

AE-Connect uses a three-step report card process.

Step 1: Post class grades &  complete/post complete skills to AE-Connect report cards.

• Class grades are for students in Grades 1–12.
• Skills are for students in Grades K–8.

Step 2: Complete and post Social development/Work ethic

• Social development and work ethic are for students in Grades K–8. See this guide for this step.

Step 3: Preview, publish, and print/email report cards.  This guide covers that step.

Parts of Guide

1. Dashboard > Report Cards
2. Steps for Completing Report Cards
3. High School Report Card auto making transcripts
4. Unpublishing to Make Correction
5. Downloading Report Cards
6. Emailing Report Cards
   1. Email Report Cards & Display on Parent Portal Guide
7. Troubleshooting Help
8. VIdeo Guide

Dashboard > Report Cards

1. Open the Report Cards screen

Go to Report Cards from the middle menu or the side menu. You will see two tabs: Dashboard and Report Cards.

2. Check the Dashboard (optional)

The Dashboard shows data for the entire school, so if you are a teacher, look for your own name. It flags:

•      Missing and unposted grades

•      Missing and unposted skills

•      Missing and unposted social development and work ethic

•      Missing attendance

If something is missing for your students:

1.     Select the item on the Dashboard.

2.     Go to that screen and update the grades.

3.     Return to the Report Cards screen to confirm the flag is gone.

4.     Repeat for any other missing items.

Tip: Hover over any icon to see a label explaining what it means.

Explanation of Picture

1. Dashboard section of Report Card
2. Displays Missing/Unposted Grades (for grades 1-12)
   1. Hover over thee icon to find explanation.
3. Displays Missing/Unposted Skills (for grades K-8)
4. Displays Missing/Unposted Social Development/Work Ethic  (for grades K-8)
5. Display Missing/Unposted Attendance (for grades K-12)

Report Cards  > Report Cards

Report Cards are the second tab within the Report Cards section.  To publish Report Cards, the user must publish by grade, and each grade must be completed individually.  

The user may select a single  grade Report Card to publish, or they may use the action menu to publish all Report Cards  by grade that are visible on the screen.

The user may also navigate to the far right side of the Report Card grid to preview the Report Cards.

Steps for Completing Report Cards

1. Select Term
2. Select Grade Level

   1. Report cards are published grade by grade, and you will see every grade in the school. Choose the grade you are finalizing. The student list shows:

      •      Student name and grade level

      •      Whether the report card is published and whether it is sent

      •      The report card comment

      •      All posted grades. A green indicator for social development and work ethic means it has been posted.

3. Preview and add comments (optional)
   1. Select the eyeball icon next to a student to open the preview. - very Right side of grid
   2. Add a comment for the student. The box can be stretched for longer comments.
   3. Comments are limited to 500 characters.
   4.  In the preview you can move student by student and see how each report card will look.
   5.   You can also publish directly from the preview screen.
4. Publish Report cards

Option A: One student at a time. Open a student's preview, review it, and click Publish. Then move to the next student.

Option B: Many at once.

• 1.     Check the box next to each student (or select all).

  2.     Open the Action menu.

  3.     Choose Publish report cards.

Note: Publishing locks the report card so no more changes can be made to the term grade.

High school (semesters and transcripts)

If you teach both elementary and high school, select the quarter for elementary students, then switch to the semester for high school students.

•      Publishing works the same way: select the student, then publish.

•      When you publish semester grades, AE Connect asks whether to publish with or without generating transcripts.

•      Strongly recommended: publish with generating transcripts. This creates the transcript records (for example, Semester 1) for the student.

•      High school report cards can be previewed and look identical to the elementary ones.

•      Downloading works the same way as above.

Unpublishing (to make a correction)

1.     Check the student's box (one or more students).

2.     Choose Unpublish from the Action menu.

Downloading Report Cards

Use the Download option. You can download a school PDF, a school ZIP file, a grade level set, or an individual student.

•      Grade level or student: downloads directly to your browser.

•      School PDF or school ZIP: these take longer and are delivered to the notification bell. When processing is finished, open the bell and download from there.

Email report cards to parents

Emailing requires a permission that the school must turn on. See the separate guide on permissions for how to enable it. If you have the permission:

1.     Select the report cards you want to send.

2.     In the Action menu, choose Preview and Send.

3.     Review the preview of each report card.

4.     Click Send. The report card is emailed to each parent.

5.     A check mark appears next to each student once the report card has been sent.

Emailing Report Cards to Parents Guide

Troubleshooting

Issue 1: A grade has not been posted

What you see: An icon in the report card list. Hover over it. For example, it says the student's art grade has not yet been posted.

1.     Go to that class (for example, Art).

2.     Post the grade.

3.     Return to Report Cards and confirm the icon is gone.

Issue 2: Gradebook grade changed after posting

What you see: An icon saying the gradebook term grade and/or skills have changed but not been posted. Clicking it shows the published grade (for example, 93%) next to the current gradebook grade (for example, 92%).

1.     Go to Classes, then open that class.

2.     Open Term Grade. A red check mark means the gradebook grade has changed.

3.     Select it and choose either Override (keep the currently posted score) or Post (post the new gradebook grade).

4.     Return to Report Cards. The icon should be gone.

Ready to publish

When grades show no icons, they are ready. Select the students and click Publish. Then either download the report cards to print, or use Preview and Send to email parents.

Issue 3: Some students get a send and others do not

Update each parent's notification settings as described under "Student has no check mark after sending?" in section 8.

Video Guide