Review the overview video, along with step by step guidance on how report cards are generated on ManageBac:

Introduction to PYP Reports

Highly customisable, fully integrated with teacher gradebooks, and tailored for IB PYP assessment, ManageBac report cards are generated in PDF and are instantly available for students and parents to view.

To begin, navigate to Reporting > Generate Reports and select IB Primary Years from the drop-down menu.

How Teachers Enter Grades & Comments into Gradebooks

Under Class > Gradebook > Term Grades, teachers can Submit Term Grades. Here the teacher can assess units, subjects, scope & sequence, Approaches to Learning, Learner Profiles, Comments and Rubrics.

Under Reporting > Proofing & Review, you can view programmes and subjects to see which teachers have submitted their term grades. As an admin user, you can directly edit these grades here.

 

Creating Report Templates

Customise Report Templates

Via Reporting > Templates > IB Primary Years

To edit an existing template, select the template from the list of available templates. 

To add a new template, select Add Template on the right-hand side of the page. Depending on the width of your browser, this may also appear at the bottom of the page. 

 

Via Overview

Via the Overview page of the report template, customise the report layout. You can drag and drop sections of the report template to re-order them here. Tick or untick the boxes to enable or disable sections of the template. The template may include:

1. Cover Sheet: The front page, includes student personal details, report title and term, and letter from the school. 
2. PYP Overview: Includes IB PYP Overview Title, PYP Framework Icon and Description, Transdisciplinary Themes, and ATL Skills.
3. Summary of Achievement: Includes all sections of the gradebook set up via Settings > Primary Years Next > Assessment. 
4. Assessment Descriptors: Enable to include the assessment models used to grade the students, and well as any assessment explanations you wish to write. 
5. Reflections: Students, homeroom advisors, IB coordinators, counsellors and Head of Schools may all write general reflections on the student's progress. 
   
   • Students: Reflections can be found within their profile
   • Homeroom Advisor: Reflections may be written within their Homeroom tab
   • IB coordinators, counsellors, and Head of Schools: Reflections may be written within Reporting > Proofing and Review > Reflections. 
6. Learning Goals: Pulled directly from the Student Portfolio, a list of goals the student is working towards.

At the bottom of the Overview page, choose the page size, orientation, printing preference and footers. Click Save Changes once done. 

Via Cover Sheet

Select the student's personal details that will appear on the front page of the report card, including their year level and assigned Homeroom Advisor. You can also include names, titles, and photographed or scanned signatures for up to four people on this front page. It's recommended to upload a signature with a white background, to best blend in with the report. 

Via Letter

Via the Letter page, write a letter to your school community. This will show up on the Cover Sheet. There is no word limit, but be aware that significantly longer letters may span two pages if they do not fit on the first page.

The letter can be plain text (without formatting). For more text formatting you can use our Rich Text Editor or HTML if you wish to code in additional formatting options or include hyperlinks. 

Via Summary

The Summary tab includes all the Gradebook information filled in by your teachers. This includes:

• Summary Header Section: You can customize the Summary of Achievement section title. You can also select whether you would like to show the standard header size, use a larger header or hide the section header on the Report Card.  
• Observation Comments: Select whether or not you would like to allow Observation Comments on the reports as well as whether or not you want to Show Teacher Names on Observation Comments.
• Unit Assessment: Select the unit fields you wish to appear on the reports, including Unit Duration and Date, Unit Description, Class Name, Subject Focus, and Related Concepts.
  • Choose the Unit Fields to Show on Reports as well as the Unit Templates you wish to be shown on your reports.
  • You can also turn on/off the Overall Unit Assessment Score
  • Turn on/off the Teacher Comments for each unit
  • You can choose to show One Unit per page or Many. If One per page is selected, Units will move automatically to the next page if the previous unit was displayed on the page. If the Many option is selected, space is saved and the Unit will be displayed after the previous Unit ends. 

• You can show or hide the Subject Assessment on your report cards.
  • Turn on/off the Teacher Comments for each Subject
  • You can show the Unassessed Learning Outcomes for each Subject or hide them.
  • You are also able to customise whether or not you want One or Many Subjects per page on your reports. If One subject is selected per page, subjects will automatically move to the next page of the report if the subject does not fully fit on the first page This ensures that each subject's grades and comments are entirely on One page. If Many subjects are selected per page, space is saved by allowing subject grades/comments to be split over two pages if there isn't enough space on the first page.

• Learner Profile: Choose if you wish to display assessment marks, hide any un-assessed attributes of the Learner Profile, include or exclude Learner Profile descriptors, and include or exclude the Learner Profile diagram taken from the IB. 
  • If you would like to show the Learner Profile Diagram and description on a separate page with no grades or comments, please follow the choices above.  
• ATL Skills: Turn on/off the graded ATL skills and/or teacher comments beneath the ATLs.

• At the bottom of the page, you can customise your terminology for each section to better match your school community's understanding of what is being graded. For example, the sections for Observation Comments Title and Teacher Comments Title, highlighted in the screenshot above, can be renamed. Enter the preferred titles in the boxes below these options, and click Save Changes once done. 
• Lastly, you are able to add in up to four Signers via the Signatures section with an optional Advisor that you would like to show up on the Summary page of your reports. 

Via Assessment

Write your own custom assessment explanation, or use our default written by our IB PYP Curriculum expert team. 

Via Attendance

if your school subscribes to the ManageBac Attendance Module, attendance data can also be added to Reports Templates via the Attendance tab.

You can choose which Attendance Categories to display on the report cards based on the Academic Term dates or for the whole academic year.

Homeroom attendance can be displayed on the Cover Sheet or Summary of Achievement.

If you're not currently using ManageBac for Attendance, but are interested in learning more about the module and how it automatically links to the report card, email us at sales@managebac.com. 

Generate a preview

To generate a preview for an individual student, you can navigate to Reporting > Generate Reports > IB Primary Years and follow the below steps: 

1. Select an Academic Term. 
2. Select your Report Template. 
3. Select a Year or Grade Level. 
4. Select a student.
5. Click on Generate Preview.

Once generated, a PDF of a Preview Report will export with an example of the individual student's Report.

Via Reporting > Proofing & Review > IB Primary Years

• Waiting = Some gradebook fields have been completed, but not all
• Submitted = All gradebook fields have been completed

Prior to proofing, we recommend locking term gradebooks.

Admins can lock and unlock gradebooks 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

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. 

 

Reflections

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).

Admins and teachers will still 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. Note that reports e-mail notifications will also not be sent to students & parents if their reports have been hidden. 

Unhiding Reports

You can enable Term Goals and Reflections Questions for response in Student Profiles via Settings > IB Primary Years > Reflections. The Reflection Question responses can be added to Reports, however, the Term Goals will be viewed only in Student Profiles.

Add the student reflections via the Reporting > Templates > IB Primary Years > Select a Template > Overview > Reflections. This will show the Student Responses to Reflection Questions on the Report. It's not possible to include the term goal.

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 Reporting > Templates select IB Primary Years and your Report Template. Via the Cover Sheet page, select the Student Photo checkbox. Your student reports will generate with the student photo on the cover.