First you have to change the dates when the Report Cards will be open/closed to the teachers/coaches and open/closed for review by reviewers. These dates are set by the Academic Dean and the Head of Middle School and published in the Faculty Handbook. Next, you change the dates that the Report Cards will publish to Parents, Students, Advisors, and Faculty/Staff.
Go to: OnRecord > Settings > Grading > School Year Setup
Note the Filters on the left. This will allow you to view the different types of report cards that we write so that that you can set the dates for each. The types are:
- Academic > High School > HS Academic Letter, HS Pass/Fail, and HS Service Hours
- Academic > Middle School > 6th Grade, 7th/8th Letter, and 7th/8th Pass/Fail
- Athletics > High School > HS Sports
- Athletics > Middle School > MS Sports
For each type of report card above (8 total!), we write report cards four times (Progress Reports, Fall, Winter, and Spring). You'll see these times listed on the right under Grade Plans. You have to set the dates for each of the four times we write report cards for each type of report card (so that's 4x8=32). So it is a bit of a data entry slog.
These instructions will show you how to change the dates for one type of Academic report card at one time. The process will be the same for all the other types and times. Note that Progress Reports, Athletics, and HS Service Hours set the dates differently (described below).
In this example, we will change the dates for Academic > High School > HS Academic Letter for the Fall.
Setting the Report Card Dates
Go to Select Filter Options on the left and set the filters to Academic > High School > HS Academic Letter and then click View.
Then on the right, you'll see the four times we write these types of report cards. To the right of the Fall Report Cards HS Letter Grades, click View.
On the next screen, titled Grade Plan Details, click Edit. You will see the following date fields:
- Due Date - the date that will be the deadline for teachers/coaches to submit report cards (ends at 11:59pm)
- Grading Start Date - the date that the report cards will be open for teachers/coaches to begin writing (begins at 12:00am)
- Grading End Date - same as Due Date
- Review Start Date - date when reviewers will have access to review report cards
- Review End Date - date that will be the deadline for reviewers to review report cards (though those who are SIS Grade Mangers can always edit report cards)
Set the dates and click Save & Exit. If you were doing this again for other types of report cards and/or other times when we write report cards, repeat and change the filters as needed.
Modifications for other types
Note if you're not sure, you can always look back at a previous school year to see how it was done.
- Service Hours - Set the Grading Start Date to the very beginning of each trimester and set no review dates; leave those fields blank.
- Progress Reports - Set no review dates; leave those fields blank.
- Athletics - All fields will be the same as Academics, except for the Grading Start Date, which is much earlier, typically near the end of each season before the playoffs; check with the Athletic Director.
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