- How to Get Started with DP Reports
- Creating Report Templates
- Configuring Rubrics & Options
- Proofing & Review
- Generating Reports
- Frequently asked Questions
How to Get Started with DP Reports
▶️ Feature Video Overview
Review the overview video, along with step by step guidance on how report cards are generated on ManageBac:
How teachers enter Grades & comments into Gradebooks
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.
- Comment: teacher comment, which can include additional formatting options like header or right to left text using the format buttons at the top of each comment box
- Grade: this appears as the final grade on reports
- Custom Rubrics: criteria to indicate anything else you wish to assess on (e.g. predicted grade, effort, participation).
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.
- Select your programme
- Tick Restrict teachers from making any changes to term grades
- Save Changes
Please note that administrators will still have full access and editing permissions when gradebooks are locked, to ensure a seamless proofing and review process.
You can also access the Lock Term Gradebooks page via Reporting > Proofing & Review, on the right navigation panel.
Proofing & reviewing teacher grades
Once grades & comments have been added to classes, admins and teachers with access to Proofing & Review can proof & review gradebooks.
- Navigate to Reporting > Proofing & Review.
- Select your academic programme from the drop-down menu.
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.
- Select the Homeroom Advisor from the drop-down menu.
- Select the academic term from the drop-down menu.
- Select the student assigned to the Advisor
- 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. Select a subject and 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. The reflections with comments added for each student will be represented by a green check. These comments can then be enabled to show on the report template.
Clicking on a student's name will show their added reflections.
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 Reporting > Templates > IB Diploma. By default, a set of report templates will be built-in to your ManageBac account for each programme. You can customize these report templates and create new ones by clicking the Template name or selecting Add New Template buttons on the right.
The Report Templates are highly customisable and can include as many Sections (visible across the bottom above) as needed. Use the Settings gear icon to configure or change order of the Sections as well as add or remove sections from the template. The Template background can also be selected or changed in the template Settings page.
Each section can have Components added via the left menu and those can be customised or dragged to any order you require. The central Preview screen will update with every change made in the left menu to give real-time preview of what the report card will look like.
All changes to Components need to be saved at the bottom right before navigating to a different Section.
Previewing & Generating Reports
Next, preview your reports before actually generating.
- Programme: Ensure the IB Diploma programme is selected for IB DP report cards
- Term: Select a term with the correct grade data.
- 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.)
- Template: Ensure that your selected template includes your desired information and excludes other information. You can easily adjust your template by clicking the title of the Template shown below the selector menu, and you can have an unlimited number of templates
- Next, give your report a Title (e.g. First Semester Report).
- Report Generation Type: This will determine whether students and parents are seeing a PDF version stored on the student profile or an online version that can separately be downloaded. This also allows you to generate only PDF or only Web versions of reports, or both. All options with "PDF" reports will show the "Generate Draft" buttons at the bottom of the page.
- Indicate the Preparation Date and whether you would like parents and students to receive email notifications. You can also send schedule a future release of Report Card by ticking Schedule Future release and selecting a release date.
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. This option only appears when "PDF" reports are included in the selected "Report Generation Type".
Generating Report Cards
Once confident that reports are ready, click the Generate Reports button. A full PDF will also be generated and stored as a master copy in the list in the Reports History tab if PDF Reports were included in the selected "Report Generation Type".
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 scroll down to Reports. The report card is available 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 is where all generated report card sets (including Drafts) from a selected academic programme will appear. The reports will remain here indefinitely, unless deleted. From Reports History, you can download a ZIP file of individual reports and you can download an XLS file of the Term Grades included in the report cards.
Creating Report Templates
Via Reporting > Templates
When Adding a Template, you will be able to customise the following in the new template modal window:
- The Template Settings: This allows schools to set template configurations and sections that are the basic building blocks of web report templates.
- Set the background image that best fits your template.
- Provide a unique name for the template. The name can not be used for any other template already.
- Add Additional Programmes if more than one academic programme are to be included.
- Select whether the Reports of this template are meant to be Final or Interim reports
- Add as many sections as needed to build the template structure.
- Select which PDF Settings apply to PDF copies made with this particular report template and then click
- Add Template to create the new report template.
Note: The structure of the template is based on the sections added for it. The contents of each Section are based on the Components added to each section. Consider adding more sections with fewer Components added to each section so that the report becomes a web view booklet that can be easily flipped through without long scrolling of pages.
Template: Cover Sheet
Details and Signature components
Each Section can include Components by clicking the Add Components button when a Section is selected. Typically, Report Cards in PDF always included a Cover Sheet with certain school specific information. These components have been created for the new report templates and can be found when adding Report Details or Student Details or Signatures to a section. However, where previously these types of content were limited and set to specific parts of the report Template, they are now customisable and can be added to any section at any place within the template.
Certain Components, like Student Details or Report Details, also come pre-built with different versions in their layout to allow for even greater customisation of the report card template. Remember to click “Save Changes" at the bottom right every time a change is made to components or customisation of those within a section.
Text Box components
What used to be listed as a separate portion of the report template under "Cover Letter" is now available in any report template section utilising a Text Box component. The text box components all include a full rich text editor functionality so that files, photos, video links or tables can be added to them.
Text Box components are no longer limited to the Cover Letter portion. They can be added with pertinent information in any Section of the report template.
Academics and Assessment components
Core components, like CAS and Extended Essay, TOK for IB Diploma, can be added to programme specific report templates via the Academics list of components. Select Creativity, Activity, Service or Project-based Learning components to include core component information. Each component can be added multiple times, using the plus icon if you wish to show different TOK or EE or CAS information in various sections of the report.
All relevant Term Grades information from classes can be included in Assessment components added to any Section.
Depending on the initial template settings and Additional Programmes added, it would be possible to show the Assessment of classes in multiple academic programmes in the same Assessment Component.
For ease of viewing the report in a web version, it might be more convenient though to create additional sections, one for each programme and add the Assessment Component to each section, e.g. IB Diploma Section and assessments, IB Career-related Programme Section and assessments, High School Section and assessments, etc.
Always save any changes made to the customisation left menu via the Save Changes button at the bottom right side of the page before navigating to the next Section.
Template: Class Reports
The Class Reports option would add one page for each class the student is taking. This was used to allow schools to include more details per each class. Since there are no longer set Sections necessary, the same Class information can now be included in every Assessment component. It is for example possible to customise what information for each class is visible as well whether Rubrics are to be shown as subject specific or general first. Furthermore, all Assessment components include the ability to show Tasks assessed within the Term.
To recreate a style of report Section that shows each class as a separate table, select the Show each Class as table box in the Assessment component.
Additional Assessment component functions include the inclusion of Class Attendance, Class Teacher comments or display of subject group logos or teacher avatar photos.
Template: Grade Descriptors
Assessment Explanation and Grade Descriptor components
Select the Grade Descriptors tab to customize your Grade Descriptors and Assessment Explanation has been turned into two separate section components for Assessment Explanation and Grade Descriptors that can be added to any section of the template separately and as needed.
The Grade Descriptors component now also includes the option to show more than one table per row, so that for example rubrics descriptors can appear side by side instead of on top of each other, reducing the need to scroll up or down in a section.
Assessment and Homeroom Information components
If your school subscribes to the ManageBac Attendance Module, attendance data can also be added to Reports Templates by adding either an Assessment or a Homeroom Information component to a report template section.
Class Attendance can be included via the Assessment Component for each class of the academic programmes enabled in the component, and Homeroom attendance can be separately configured for the Homeroom Information component. It is also possible to show Homeroom attendance via a Report Details component.
Note: To show Class Attendance for classes in one academic programme but not another, add a separate Assessment component for the second programme and do not include Class Attendance in it.
Signature, Image, Badges components
Schools are able to select and configure certain types of reports resources in a Report Resources library to add to Report Templates via the Signature, Image or Badges components.
Open the Report Resources page via the right navigation panel of the Templates page.
Any Badges, Signatures or Images uploaded in these pages can then be included on any report templates as components.
Configuring Rubrics & Options
Via Settings > Diploma Programme > Assessment > Assessment Models > Term Grades
Via Settings > Diploma Programme > Assessment > Assessment Models > Term Grades, you can create new rubrics & options, which are completed by teachers together with their term grades.
Click Add Rubric to define your rubric title. There are three types of rubrics & options:
- Criteria: this is a set of criteria that teachers will select as a dropdown menu (e.g. Effort grades may be set using a range of 5 to 1 with 5 being excellent effort and 1 being the worst).
- Custom Field: this is a customisable field allowing teachers to enter in any type of text with a defined suffix (e.g. attendance in % terms).
- Formula: Formulas allow you to calculate a rubric value based on Custom Fields or Criteria rubric values.
After adding the title of the rubric and selecting the type, click Create Rubric.
By hovering over the rubric title, you can see the pencil icon to edit the value and descriptors. After defining your rubric details, click Save Changes.
Enabling Rubrics to show on Reports
Enabling rubrics & options on your report card templates needs to be done either via Assessment components or the Grade Descriptor components.
Proofing & Review
Via Reporting > Proofing & Review
Navigate to Proofing & Review > Select Programme > By Subject. From here you can view and edit grades from all classes by Subject or by Student.
Search By Student to read and edit Term Grades and comments from each of the classes that the student is in.
Click the Reflections tab to read and edit the reflections of the Student, Homeroom Advisor, Coordinator, Head of School or Counselor. These reflections can then be enabled on the report card via the Report Template Overview tab (see below).
Via the Reporting > Generate Reports page
To generate your reports, please first confirm the following data:
- Select the applicable Programme.
- Term: Select a term with the correct grade data.
- 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 9 using one report template, and then generate for Grade 10 using another template.) If you would like to include non-IB grades, tick the checkbox and specify the term.
- Template: Ensure that your selected template includes your desired information and excludes other information. You can easily adjust your template by clicking the Template title to edit. You can have an unlimited number of templates.
- Next, give your report a Title (e.g. First Semester Report).
- Select the Report Generation Type you want to produce. Web only reports, PDF only reports or both.
- Choose your Sort Order, and indicate what information you want to show in the Report Card file name.
- Indicate the Preparation Date. Select a future release date and time if you want to generate the report cards ahead of time and have a scheduled release at a different time. Enabling the Notify parents & students option will also delay the notification emails to be sent until that point in time.
After you have made your selections, preview the reports prior to generating final drafts. Click Preview Individual Report to preview how a student's report will look, or click Generate Draft to generate a draft report of all students in the selected grade level/s.
When you click Generate Draft the draft report will appear by programme on the Reports History page. It will not be visible to students or parents. You can also generate Draft with Zip to review the draft reports of individual students instead of one long draft report card document for all students.
Once confident that reports are ready, click Generate Reports. A full reports file (PDF version) will also be generated and stored as a master copy in the Reports History. These generated report cards provide data for student transcripts.
Hiding Reports from Students & Parents
Via Student Profile > Reports
Hide reports from student and parent view via the student’s profile. Click Edit Profile to find the "Hide Reports" option.
In the Report Access section, tick the Hide Reports checkbox and click Save Changes.
Admins and teachers will still be able to view the reports when they are hidden. Only admins can hide or unhide the reports, while teachers will be able to see that the reports have been hidden.
Students and parents will not be able to access the reports tab. Note that reports e-mail notifications will also not be sent to students & parents if their reports have been hidden.
To unhide reports, untick the Hide Reports checkbox, and click Save Changes.
Students and parents will now be able to access and download any reports as per usual.
Export List of students with Hide Reports enabled
Via Settings > School Directory
Admins are able to export a student list that shows which students have had their reports hidden.
Select Export Student & Parent information download a record of user information in your School Directory.
The Student and Parent information spreadsheet shows if the "Hide Report Cards" option is enabled per student.
Updating Individual Reports
It is possible to update an individual student's report card. After making changes to a student's grades, navigate to Reporting > Generate Reports > Update Individual Reports.
From the Update Reports page, select the following:
- Academic Programme the report card to be updated was generated in
- Academic Term the report card to be updated was generated in
- The student the Report Card was generated for
- The specific Report Card to be updated
- Download the selected Report to confirm this is the one you intend to update
- Select the Report Card Template and Report Title to use for the update
- Select Preparation Date and File Name items for the updated report card.
- Preview the updated report card.
- Click Update Individual Report to generate the updated report card and replace it on the student profile automatically.
Enabling CAS Assessment
Via Settings > IB DP > Assessment > Assessment Models > Term
You can edit values and descriptors for any Rubric via Settings > IB DP > Assessment > Assessment Models > Term. Enable the assessment rubrics for CAS Term Grades by ticking the box for CAS.
Click the CAS tab to open the rubric. Hover over the title and click the blue pencil icon to edit the selected rubric. Click Save Changes when edits have been made.
Assessing CAS & EE
To provide CAS marks and narrative term comments, navigate to your CAS roster via Year Groups > Select Year Group > CAS. Click Submit Term Grades on the right navigation panel.
Provide marks and submit your comments for each student.
Follow the same process to submit marks and comments for EE. Navigate to the year group EE tab and click Submit Term Grades.
To display the marks and comments on report cards, navigate to Reporting > Templates > IB Diploma > Select Template
Add Creativity, Activity, Service and Project-based Learning components to any IB Diploma report template and customise these to include CAS related or EE, TOK related information.
Adding Term Goals & Reflections
via Settings > Academics
You can enable Term Goals and Reflections Questions for response in Student Profiles via Settings > Select Academic Programme > Reflections. The Reflection Question responses can be added to Reports, however, the Term Goals will be view only in Student Profiles.
via Student Profiles
Students can respond to the term goal and Reflection Questions you added in your account settings via Profile > Reflections. Be sure to Save Changes after responding.
Add the student reflections via the Reporting > Templates > Edit Selected Template > Components > Reflections. This will show the Student Responses to Reflection Questions on the Report. It's not possible to include the term goal.
Creating Multi-Programme Templates
For example, a student assigned to an IB Diploma year group may have a non-IB High School class added to their report when IB Diploma reports are generated.
They would not also have a report card created when the High School programme reports are generated, as they are not part of the High School year group.
Previously it was necessary to create main and sub-templates for Multi-Programme Reports. Now this is all resolved via the Assessment components described above. It is no longer necessary to create separate report templates and configurations. Rather, the different academic programmes and data can be included in reports based on the configuration of the template itself.
Displaying Student Photos on Reports
To show student photos on your report cards, you must first bulk upload student profile photos on the system. Click on Settings > Import Manager > Students > Import Student Photos to begin. Upload a zip file of your student photos, with each photo name matching a student ID.
Photos should be in PNG, JPEG, or JIF format. For best results, we recommend portrait photos with the dimensions 300px by 300px. Please ensure that each photo is less than 1 Mb.
Once the photos have been uploaded, you can then navigate to Generate Reports. Select your report template and tick Student Photo in and Student Details component.
Your student reports will generate with the student photo place where the Student Details component(s) were added.