IB PYP Reports: Editing Report Card Templates & Publishing

ManageBac+ report cards are customisable, linked to teacher gradebooks and built for IB PYP assessment. They can be published as web reports, PDFs or both, and students and parents can see them straight away. To start, go to Reporting > Generate Reports and select IB Primary Years.

1. Collect grades and comments

Teachers submit term grades in Class > Gradebook > Term Grades. They can assess units, subjects, scope & sequence, Approaches to Learning, Learner Profiles, comments and rubrics.

In Reporting > Proofing & Review you can see, by programme and subject, which teachers have submitted their term grades. Admins can edit grades here directly.

2. Proof and review grades

Proofing & Review is available to any school with the reports module. Admins can view and edit grades and comments from every class before generating reports.

Go to Reporting > Proofing & Review and select IB Primary Years in the programme menu. View and edit grades by Subject or by Student. Search By Student and filter by Advisor to see each student's status:

• Waiting: some gradebook fields are complete, but not all.
• Submitted: all gradebook fields are complete.

Select Highlight Incomplete Fields to mark anything still empty. Changes save automatically.

Lock term gradebooks first

Lock gradebooks before proofing so grades cannot change after a set date. Admins lock and unlock them by programme and academic term.

1. Open Academic TermsAs an admin, go to Settings > Academic Terms.
2. Choose the programmeSelect your programme tab, then select Edit on the academic year.
3. LockTick Restrict teachers from making any changes to term grades for each term you want to lock.
4. SaveSelect Save Changes.

You can also get there from Reporting: select Lock Term Gradebook on Proofing & Review, or Lock Term Gradebooks in the Actions menu (⋮) on Generate Reports.

Reflections

Open the Reflections tab to read and edit reflections from the Student, Homeroom Advisor, Coordinator, Head of School or Counselor. To show them on the report card, add the Reflections component to a web template. In a legacy PDF template, turn them on in the Overview tab.

3. Design your report template

Go to Reporting > Templates > IB Primary Years. Select a template to edit it, or select Add New Template or Add Template from Library above the Multi Curricula Templates list. Older PDF templates are listed under PDF Templates as legacy templates.

Set up the template

1. Template SettingsSet the template configuration and sections, the building blocks of web report templates.
2. Background and themeUse Select Background and Select Theme to set the look of the template.
3. TitleGive it a unique title. No two templates can share a title.
4. TypeChoose whether these are Final or Interim reports.
5. SectionsUse Add Section to add as many sections as you need.
6. PDF SettingsOn the PDF Settings tab, choose the settings for PDF copies made with this template.
7. CreateSelect Add Template.

Add components to each section

Select a section along the bottom of the builder, then Add Component. Components are grouped on General and Academics tabs, and the Customisation tab sets the options for each one. The panels below show where content from the older PDF report sections now lives. Select Save Changes (or Save and Next) at the bottom right after every change to a section's components.

PYP Overview

The example PYP template has a PYP Overview section. Its component shows the PYP framework image (Programme Model or Agency Model) and a programme description you can edit on the Customisation tab.

Summary of Achievement: gradebook content

In a web template, add gradebook content from the Academics tab of Add Component: Observation Comments, Unit Assessment, Subject Assessment, Learner Profile, Approaches to Learning and Units Covered. Set each one's options on the Customisation tab. For example, Subject Assessment can show subject descriptions, class names, unassessed learning outcomes and teacher comments, and Observation Comments can show teacher names.

In a legacy PDF template, the Summary tab holds everything teachers enter in the gradebook, with these options:

• Summary Header Section: rename the section, and choose a standard header, a larger header or hide the header.
• Observation Comments: choose whether to allow Observation Comments and whether to Show Teacher Names on Observation Comments.
• Unit Assessment: choose the Unit Fields to Show on Reports (Unit Duration and Date, Unit Description, Class Name, Subject Focus, Related Concepts) and the Unit Templates to include. Turn the Overall Unit Assessment Score and unit Teacher Comments on or off.
• Units per page: One starts each unit on a new page. Many saves space by starting each unit straight after the last.

• Subject Assessment: show or hide it. Turn subject Teacher Comments on or off, and show or hide Unassessed Learning Outcomes.
• Subjects per page: One keeps each subject's grades and comments on a single page, moving it to the next page if it does not fit. Many saves space by letting a subject run over two pages.

• Learner Profile: choose whether to show assessment marks, hide unassessed attributes, include descriptors and include the IB Learner Profile diagram. These options also let you show the diagram and descriptions on a separate page with no grades or comments.
• ATL Skills: turn graded ATL skills and the teacher comments beneath them on or off.

• Terminology: at the bottom of the page, rename sections such as Observation Comments Title and Teacher Comments Title to match your school's language. Select Save Changes.
• Signatures: add up to four Signers, plus an optional Advisor, to the Summary page.

Preview with real student data

In the template builder, select the Preview options icon at the top right of the Preview.

Choose a student and an academic term for each programme in the template, then select Save Changes.

The student's data replaces the sample data. Select Reset Student Selection to go back to the sample data.

4. Preview and generate reports

Preview one student

1. Open Generate ReportsGo to Reporting > Generate Reports and select IB Primary Years as the Programme.
2. TermSelect an Academic Term.
3. TemplateSelect your Report Template.
4. YearSelect a year or grade level.
5. StudentSelect a student.
6. PreviewSelect Generate Preview. A PDF preview of that student's report downloads.

Set up the report run

1. TermSelect the term with the correct grade data.
2. TemplateCheck the template includes what you want and nothing else. Select Edit Template to adjust it. You can have as many templates as you like.
3. YearsGenerate for all year levels at once, or choose specific years. This lets you use one template for one grade and another template for the next. To include non-IB grades, tick the checkbox and choose the term.
4. TitleGive the report a title, such as First Semester Report.
5. Sort Order and file nameChoose the Sort Order and what to show in the report card file name.
6. Preparation DateEnter the Preparation Date.
7. Release date (optional)To generate now and release later, set a future release date and time. With Notify parents & students via e-mail on, notification emails wait until then too.

Check before you publish

• Preview Individual Report: see one student's report exactly as it will look.

• Generate Draft: generate draft reports in bulk for all students and classes in the selected year levels. Drafts appear on the Reports History page.

Generate the reports

When the reports are ready, select Generate Reports. A full master PDF is also saved in the Reports History tab.

Schedule a future release

Select Schedule Future Release Date and set the date and time, then select Generate Reports. With Notify parents & students via e-mail on, the emails are also held until that time.

A confirmation page shows the scheduled date. If it is correct, select Generate Reports.

The reports then appear in Reports History with a scheduled icon next to the title.

5. After publishing

View a student's report

Open the student's profile. The Reports card on the Profile tab lists each report, with options to view the web report or download the PDF. Parents, students and teachers can view it, and it stays on the profile for as long as the student has a ManageBac+ account.

Reports History

Reports History lists every report set generated for the programme, drafts included. Sets stay here unless deleted. Use the menu (⋮) on each set to view individual reports, download PDFs, download a ZIP file of individual reports or download a Term Grades ZIP.

Update one student's report

After changing a student's grades, go to Reporting > Generate Reports and select Update Individual Reports.

1. Find the reportSelect the academic Programme, Academic Term, student and the specific Report Card.
2. Check itSelect Download to confirm it is the right report.
3. Set the detailsChoose the Report Card Template, Report Title, Preparation Date and File Name items.
4. PreviewSelect Preview.
5. UpdateSelect Update Individual Report. The new report replaces the old one on the student's profile.

Use the Previously Updated Reports tab to review and download updated reports by programme.

Hide reports from students and parents

1. Edit the profileOn the student's profile, select Edit Profile.
2. HideIn Additional Options, tick Hide Reports.

   

3. SaveSelect Save Changes.

Admins and teachers can still see hidden reports. Only admins can hide or unhide them, and teachers can see that they are hidden. Students and parents cannot open Reports, and report email notifications are not sent to them.

To unhide, untick Hide Reports and select Save Changes.

Export a list of students with hidden reports

Go to Settings > School Directory.

In the right-hand Details panel, under Exports, select Student & Parent Information. The spreadsheet shows whether "Hide Report Cards" is on for each student.

Exclude classes or students

For reports using the Multi Curricula report template, go to Reporting > Generate Reports, open the Actions menu (⋮) and select Manage Report Exclusions.

Optional extras

Add term goals and student reflections

Turn on Term Goals and Reflection Questions in Settings > IB Primary Years > Reflections. Reflection answers can go on reports. Term goals only show on student profiles.

Students answer in Profile > Reports & Reflections and select Save Changes.

To show the answers on the report, go to Reporting > Templates > IB Primary Years, select a template and add the Reflections component (in a legacy PDF template, use Overview > Reflections). The term goal cannot be included.