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Reports Quick Start Guide (Secondary)


How teachers enter grades & comments into Gradebooks

Submit Term Grades via the Class Gradebook


Report cards are integrated with class gradebooks, so the first step to generating reports is to have teachers enter grades and comments in their class Gradebooks.

Teachers will need to navigate to their class Gradebook > Term Grades tab to input term grades and comments. Click here for a teacher tutorial on submitting term grades.

Reference (see screenshot):

  1. Comment: teacher comment
  2. Grade: this appears as the final grade on reports
  3. Custom Rubrics: criteria to indicate anything else you wish to assess on (e.g. predicted grade, effort, participation). See here for further guidance on building rubrics.

How to lock / unlock gradebooks

Admins can lock and unlock gradebooks on by programme & academic term, this ensures grades are not changed after a certain date before reports are generated.

Logged in as an admin, navigate to Settings > Academic Terms.

1. Select your programme

2. Tick Restrict teachers from making any changes to term grades

3. Save Changes

Proofing & reviewing teacher grades

Once grades & comments have been added to classes, admins and teachers with access to Proofing & Review can proof & review gradebooks.

  1. Navigate to Reporting > Proofing & Review.
  2. Select your academic programme

Here you can view and edit grades information by student or by subject, and view student & staff reflections.

Reviewing Grades by Student

Click By Student to view and edit grades & comments from all classes that a student is a part of from the selected programme. Changes made on this page will also affect the gradebook in the class.

  1. Select the academic term
  2. Select the Homeroom Advisor
  3. Select the student assigned to the Advisor
  4. Review & edit grades & comments from classes the student is a part of.

Reviewing Grades by Subject

Click By Subject to view grades & comments of multiple students, shown by subject & class. Filter by class on the right navigation panel.

Reviewing student reflections

The Reflections tab shows reflections added by the student, advisor, coordinator, head, and counselor. Those who have added comments for a student will be represented with a green check. These comments can then be enabled to show on the report template.

Designing Report Templates

Once grades have been reviewed, the next step is to build your Report Card Template to configure the look & feel of your report cards.

Navigate to Generate Reports. By default, a set of report templates will be built-in to your ManageBac account under each programme tab. You can customize these report templates and create new ones by clicking Edit Template besides the Report Template dropdown menu, or click Manage Templates to create a new template.

Configure each one of the tabs below to design your report:

Overview

The Overview tab is the first page of your template, where you can name your template and customise the general layout of your report, enabling various sections & dragging sections around to reorder the sequence (see section descriptors below):

  1. Cover Sheet: displays key report & student details together with an optional letter to families and signatures of your Head of school, IB Coordinator and Advisor.
  2. Letter: provides an opportunity to communicate school news to families.
  3. IB Learner Profile: shows the IB learner profiles, this is only available on IB Diploma, Middle Years & Primary Years report templates.
  4. Summary of Achievement: displays the academic results for the past term together with Advisor comments.
  5. Reflections: The name of this section can be customised to displays written reflections/comment provided by students, advisors or any other faculty. See Reviewing student reflections for further guidance on configuring reflections.
  6. Grade Descriptors: allows you to display assessment rubric descriptors or enable an additional Assessment Explanation page to further expound on how students are assessed.
  7. Service Learning, CAS, Extended Essay, Theory of Knowlege, Service as Action, Projects (terminology may vary based on the academic programme of your report template): these sections show a summary of progress on the service learning or project-based learning modules of your academic programme.
  8. Page Setup: allows you to choose the page size, orientation and indicate whether or not to show page numbers.

Remember to click Save Changes at the bottom of the page.

Cover Sheet

Select the Cover Sheet tab to configure what will appear on the cover page of your reports. Here you can define the student fields to include and add report signatures (such as your Head of School or Academic Coordinator).

Please click here for a tutorial on how to Display Student Photos on the Cover Sheet of Report Cards.

Remember to Save Changes.

Letter

On the Letter tab, you have the option to write a letter to the parents/guardians. The letter can be written using plan text or HTML. For HTML, select the HTML radio option and copy-paste your HTML text into the letter text box.

Click Preview Report on the right side to review how the letter will appear on the PDF report.

Remember to Save Changes.

Summary

The Summary tab is used to show a summary of achievement from all classes within a given programme, including 'general' rubrics assessments.

  1. Summary Section Title: allows you to configure the title of this page (e.g. 'Summary of Achievement')
  2. Final Grade: enable or disable the class Final Grade. If you wish to show only rubric or teacher comments, disable the Final Grade here.
  3. Rubrics & Options: enable this to display assessments from general rubrics. Note that subject-specific rubrics do not appear on the summary tab as these only appear on Class Reports. See here for further guidance on configuring custom rubrics.
  4. Class Description: this can be used to summarize progress within the class over the past academic term. It can be configured via the Edit Class Settings page from the Overview tab within each class.
  5. Teacher Comments: these provide a way to record anecdotal evidence of student progress from each class. The system does not impose word limits, but lengthy teacher comments can lead to the Summary of Achievement being displayed on more than one page.
    (Note: this is not yet available from the Summary tab for C1 programmes)
  6. Advisor Comments: these are the student's Homeroom Advisor (i.e. tutor) comments.
  7. Signatures: the signatures here are configured via the template Cover Sheet tab.
    (Note: this is not yet available for C1 programmes)

Note that the summary tab may show different items based on the academic programme - see below for further guidance on how to set up the summary tab for your programme:

IB Middle Years Programme

See additional options available from the MYP report template below:

  1. Local Grade: The Local Grade is an option that can be used if you have dual-reporting requirements. For example, if your school reports a final IB grade as 1-7 and converts that into an equivalent letter grade or percentage (e.g. 7 => A+ or 100%).
  2. MYP Assessment:
  3. Achievement Levels: The Achievements levels are indicators of student progress within each of the assessment criterion. For example, a student who achieves 6 of 8 will see a level of 6 displayed on their report.
  4. Interdisciplinary Criteria Assessment: This corresponds to the ID Assessment from MYP Term Gradebooks. See here for further guidance.
  5. ATL Evaluation: ATL evaluation corresponds to the Approaches to Learning that may be assessed in MYP Term Gradebooks. See here for further guidance.
Class Reports

The Class Reports option will add one page for each class the student is taking. For Diploma & Non-IB programmes, we recommend this only if the course description and comments are very long or if you need to report on subject-specific rubrics.

  1. Description: The Class Description can be used to summarize progress within the class over the past academic term. It can be configured via the Edit Class Settings page from the Overview tab within each class.
  2. Final Grade: The Final Grade is added to the class Term Gradebooks.
  3. Exam Grade (only available for IB Diploma Programme): The Exam Grade is an assessment category which only appears for IB Diploma schools. This category can be enabled via your account Settings > Academic Terms > Edit Term.
  4. Rubrics: Rubrics can be enabled to display assessments from both general & subject-specific rubrics. See here for further guidance on configuring custom rubrics.
  5. Attendance (only available for schools with Attendance module): Tick this to show class Attendance on the class reports page.
  6. Teacher Comments: these provide a way to record anecdotal evidence of student progress from each class. The system does not impose word limits.
Grade Descriptors / Assessment

Depending on your academic programme, this may be called the Assessment tab or the Grade Descriptors tab.

These fields are completely customisable so you can use them to add any other additional information.

Once completed, click Save Changes at the bottom of the page.

Attendance

If your school subscribes to the ManageBac Attendance Module, attendance data can also be added to Reports Templates by selecting the Attendance tab.

You can then choose which data you wish to include. Attendance can be shown for Classes or Homeroom. Data will show based on the Academic Term dates or for the whole school year if Show yearly attendance is enabled. Homeroom attendance can be displayed on the Cover Sheet or Summary of Achievement.

To preview accurate versions of the final reports, navigate back to Reports. Click either Preview Individual Report or Generate Draft. These buttons generate PDFs that are not stored on ManageBac.

Additional Programmes

If students are enrolled in classes outside their programme, select the Additional Programmes tab to include additional programmes when exporting reports.

 

For example, if your IB Diploma students are also in IB Career Programme (CP) classes, tick the 'IB Career-related Programme' checkbox and select a CP subtemplate.

  1. Enable the additional programmes you wish to include on the report.
  2. Select a subtemplate for any additional programme. Click the + or pencil icons to add / edit templates.
  3. Click Save Changes at the bottom of the page.

Click here for a tutorial on configuring Subtemplates and generating multi-programme reports.

 

Previewing & Generating Reports

Next, preview your reports before actually generating.

First, please confirm the following:

  1. Term: Select a term with the correct grade data.
  2. Template: Ensure that your selected template includes your desired information and excludes other information. You can easily adjust your template by clicking Edit Template, and you can have an unlimited number of templates.

  3. Years: Choose to generate reports for all year levels at once, or specify which years will have reports generated. (This setup allows you, for instance, to generate reports for Grade 11 using one report template, and then generate for Grade 12 using another template.) If you would like to include non-IB grades, tick the checkbox and specify the term.
  4. Next, give your report a Title (e.g. First Semester Report).
  5. Indicate the Preparation Date.
  6. Choose your Sort Order.
  7. Indicate whether you would like parents and students to receive email notifications. You can also send email notifications at a later time by clicking Send report notification e-mails.

For Multi-Programme Reports

To generate Multi-Programme reports to show classes from multiple programmes on the same report (e.g. DP & HS classes, DP & CP classes, IGCSE & MS classes, etc.), please follow these additional steps:

1. Template: Ensure that your selected template includes the additional programmes you want to add to your reports.

2.Term: For each additional programme, select a term with the correct grade data

3.Years: For each additional programme, choose to generate reports for all year levels at once, or specify which years will have reports generated.

Previewing Report Cards

Preview Individual Reports: Click this option to view an individual student report. This is a quick & easy way to see what report cards will actually look like.

Generate Draft: Click this option to bulk generate Draft reports for all students & classes in the year levels selected. Drafts can be found via the Reports History tab from the left menu.

Generating Report Cards

Once confident that reports are ready, click the green Generate Reports button. A full PDF will also be generated and stored as a master copy in the list in the Reports History tab.

Note that reports are generated one at a time. Each report job may take up to 60 minutes, depending the number of students you are generating for and the time of year (Dec and May are busy reports seasons!).

Viewing Individual Student Reports


To view an individual report, navigate to the student’s profile and click Reports.

The report card is available via PDF for parents, students, and teachers to view, and stays with the student profile for as long as the student has a ManageBac account.

Reports History

Navigate to Reports History to download a zip file of all reports jobs (actual & draft). We provide each student’s report as an individual file.

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