How to Get Started with MYP Reports

▶️ Feature Video Overview

See this overview video, along with step by step guidance below:

Introduction to MYP Report Cards

Highly customisable, fully integrated with teacher gradebooks, and tailored for IB MYP 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 > IB Middle Years

How Teachers Enter Grades & Comments into Gradebooks

Via Class Page > Gradebook > Term Grades

Under the Gradebook tab of a class, teachers can Submit Term Grades. Here the teacher can set achievement levels, final IB grade, and term comments.

You can enable assessment of Approaches to Learning, Learner Profiles, or customized Rubrics e.g. Efforts Rubric by navigating to School Settings > IB Middle Years > Assessment > Assessment Models then you can configure your Rubrics to suit your school's reporting needs.

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.

Customise Report Templates

Via Reporting > Templates > IB Middle Years

Under Reporting click Templates to begin. Edit an existing template or add a new one.

In the template Overview, you can give your template a title, select items to include on the report, and drag and drop to re-order items. When satisfied, click Save Changes at the bottom of each page. For more information about different items, hover over the information icons.

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

For more elaborate text formatting options, please use the Rich Text Editor option.

Click Preview on the left to review how the letter will appear on the PDF report.

Remember to Save Changes.

Customise your Summary of Achievement by selecting and reordering the information you would like to include. The grades and comments will automatically pull from the teacher gradebooks.

The Class Reports option will add one page for each class. If you include achievement levels and grade descriptors, we will automatically include personalised grade descriptors.

Attendance data integrates seamlessly with report cards. Note you can include student attendance on the cover sheet, summary of achievement, or in the class reports.

Preview and Generate Reports

When you are satisfied with your report template(s), navigate back to Generate Reports. From here, select your Term, Template, and Years.

Give your report an official title (this will display on the report), indicate your preparation date, sort order, and whether you would like to Notify parents & students via email. Preview reports via the two blue buttons, and when you are satisfied, click the Generate Reports button.

A master copy of the report cards will save under Reports History page and individual reports will be accessible via a ZIP file.

Individual report cards will also be available for students and parents via their profiles.

Creating Report Templates

Via Reporting > Templates > IB Middle Years

By default, a set of report templates will be built-in to your ManageBac account under the Templates page. You can customize these report templates and create new ones by clicking any Template name in the list.

Click the Add Template button in the right-hand menu to create a new template. To edit a pre-existing template, select the template from the list on the page.

Overview

In the report template, via the Overview page, here is where you can name your template and customise the general layout of your report, enabling various sections & dragging sections around to configure the sequence. You can also choose the page size, orientation and indicate whether or not to show page numbers.

Each section of the report can then be further customised via the tabs along the tabs at the top.

Finally, select the page size, orientation, and indicate whether or not to show page numbers. Remember to click Save Changes.

Cover Sheet

Click Cover Sheet to choose what will appear on the cover page of your reports. You can set student fields and add report signers (such as your Head of School or IB Coordinator). Once complete, click Save Changes.

Please click here for a tutorial on how to Display Student Photos on Report Cards.

Letter

On the Letter page, you have the option to write a letter to the parents/guardians. The letter can be written using text or HTML. For HTML, select the HTML radio option and copy-paste your HTML text into the letter text box.For more elaborate text formatting options, please use the Rich Text Editor option. Click Preview on the left to review how the letter will appear on the PDF report. Remember to Save Changes.

Summary

Click Summary to select what will appear for each student in terms of grades and comments. You can also show the student's Interdisciplinary Criteria Assessments by ticking the Interdisciplinary Criteria Assessment checkbox.

The Summary tab allows you to show any Rubrics which have been applied to all subjects - to show subject-specific rubrics, use the Class Reports tab.

Class Reports

The Class Reports option will add one page for each class the student is taking. You can also choose to show the MYP achievement level descriptors, in addition to subject-specific rubrics. Click here for a tutorial on Configuring Rubrics & Options.

Grade Descriptors

Select Grade Descriptors to customize your explanation of grading. ManageBac has a preset explanation that can always be reset by leaving this page blank.

Attendance

If your school subscribes to the ManageBac Attendance Module, attendance data can also be added to report templates via 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.

Configuring Rubrics & Options

Create a New Rubric

Via Settings > Middle Years Programme > Assessment > Assessment Models, you can create custom rubrics and options, which are completed by teachers together with final term grades.

To begin, click Add Rubric to create a new rubric.

First, define your rubric title, and add a brief description. Then select the rubric type.

There are three types of rubrics and options: 

Criteria: This is a set of criteria that teachers will select from a dropdown menu (e.g. Effort grades may be set on a 1-5 scale, with 5 representing excellent effort and 1 the worst).
 Custom Field: This is a customizable field allowing teachers to enter any type of text with a defined suffix (e.g. attendance in % terms).
Formula: This allows you to include the SUM or AVG (average) of the other rubrics you have created. Note that this only applies to Criteria rubrics that are numerical.

After selecting the type, entering the title of the rubric, and adding the Values and Descriptors, click Create Rubric.

Edit an Existing Rubric

By hovering over an existing rubric title, you can edit the Value and Descriptor. After defining your rubric details, click Save Changes.

Grading Students with Rubrics via Term Grades

Once you have added your rubrics, they will be visible via Gradebook > Term Grades, and teachers will be able to select from a dropdown menu or enter their marks.

Enabling Rubrics on Report Cards

Rubrics can be shown on the Summary or the Class Reports section of the report card, the difference is that the Summary will only show general rubrics (i.e. rubrics applied to all subjects) while the Class Reports allows you to show subject-specific rubrics.

1. Via Reporting > Templates > IB Middle Years > Select a Template > Summary, enable the Rubrics & Options by selecting from the dropdown. Click Save Changes.

2. Via Reporting > Templates > IB Middle Years > Select a Template > Class Reports, tick the Rubrics & Options checkbox and select from the dropdown. Click Save Changes at the bottom of the page.

Proofing & Review

Proofing & Review is a feature available for any school with the reports module, and allows administrators to view and edit grades and comments from each class before generating reports.

Via Reporting > Proofing & Review > IB Middle Years

Navigate to Proofing & Review > Select Programme. 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.

Prior to proofing, we recommend locking term 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 can still access and edit term gradebooks while they are locked, to ensure a seamless proofing process.

Administrators may also access the Lock Term Gradebooks page via Reporting > Proofing & Review, on the right navigation panel.

Reflections

Click the Reflections page 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).

Generating Reports

Via Reporting > Generate Reports

To generate your reports, please first confirm the following data: 

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. 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 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.

4. Next, give your report a Title (e.g. First Semester Report).

5. Choose your Sort Order, and indicate what information you want to show in the Report Card file name.

6. Indicate the Preparation Date.

7. 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.

Once confident that reports are ready, click Generate Reports. A full PDF will also be generated and stored as a master copy under Reports History. These officially generated report cards provide data for student transcripts.

This will also generate a full set of report cards that are stored individually on each student’s profile.

Frequently asked Questions

Hiding Reports from Students & Parents

Hiding Reports via Student Profile

Hide reports from student and parent view via the student’s profile. Click Edit in the student's Profile to access the "Hide Reports Tab from Student and Parents" option.

In the Report Access section, tick Hide Reports Tab from Student and Parents and click Save Changes.

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

Unhiding Reports

To unhide reports, untick Hide Reports Tab from Student and Parents, 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.

Notes:

- the report card will not be updated in the consolidated PDF nor on transcripts. To print the new report card, please download the PDF directly from the student’s profile.

- Classes do not have to be unarchived to update previous report cards

Use the Previous Updated Reports page to review and download updated versions of report cards by academic programme.

Enabling ATL Assessment on Reports

To enable ATL assessment, please navigate to Settings > Middle Years Programme > Assessment > Assessment Models

Tick the Approaches to Learning check box to enable ATL rubrics. Then, click the ATL tab to customize the assessment criteria by hovering over Evaluation title and clicking the arrow or edit icon that will appear. The built-in default assessment levels are: EE (Exceeding Expectations), ME (Meeting Expectations), AE (Approaching Expectations), and BE (Below Expectations).

The ATLs can then appear in the MYP Class > Gradebook > Term Grades page for the teachers to assess students against ATLs. Teachers need to select which ATLs they will assess via Manage ATL Skills link on the right navigation panel.

Once you select the ATLs to evaluate, click Save Changes.

To display the ATL assessments on report cards, navigate to Reporting > Templates > IB Middle Years > Select the MYP Template you wish to edit.

On the Summary page, check the box for ATL Evaluation.

Under the Class Reports page, you will also see an option to include ATLs on the report card.

The generated PDF report card will display selected ATLs in a table format.

Adding Service as Action

Click on Settings > Middle Years > Assessment to begin. Tick the Service as Action checkbox.

Via Settings > IB MYP > Assessment > Assessment Models

You can edit values and descriptors for any Rubric via Settings > IB MYP > Assessment > Assessment Models. Enable the assessment rubrics for SA by ticking the box for Service as Action.

Click the SA 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 SA

To provide SA marks and narrative term comments, navigate to your SA roster via Year Groups > Select Year Group > SA. Click Submit Term SA Evaluation on the right navigation panel.

Provide marks and submit your comments for each student.

To display the marks and comments on report cards, navigate to Reporting > Templates > IB Middle Years > Select Template > Overview. Tick the boxes under to display Service as Action on the Report.

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.

via Reports

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

Click HERE for a tutorial on Creating Report Templates.

Creating Multi-Programme Report Templates

Video

Multi-Programme Report Templates allow students who are taking classes in multiple programmes to have all their classes on the same report card. The sub-template will pull classes from other programmes into the report card template for the main programme the student is assigned to.

For example, a student assigned to an IB Diploma year group may have a non-IB High School class added to their report, via the High School sub-template, 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.

Via Generate Reports

Navigate to Generate Reports. Additional programmes can be included on reports by adding sub-templates to your Report Template. Click Edit Template or you can create new templates via Templates pages.

Via Reporting > Templates

There are two categories of templates:

1. Templates are the parent (i.e. main) templates and determine the overall design of the report card.

2. Sub-templates are the child templates that can be added to the main templates to show additional programmes. The sub-template inherits the configurations & design of the main template.

Via Reporting > Templates, click the Add Sub-template button on the right-hand menu to create a new sub-template or click on an existing sub-template to edit it

Adding Additional Programmes via the main Template

Navigate to the Additional Programmes page when editing the IB MYP report template. Here, sub-templates can be added, edited or deleted.