This article will show you how to generate a report card that includes grades from the standards gradebook. Report cards can only be generated in admin or main admin accounts. You can include both points and standards gradebook data on a report card, but this article will focus on the standards gradebook.
❗ Looking specifically for report card troubleshooting tips? You can find that section at the bottom of this article.
Example Standards Gradebook Report Card
- The student name appears in the upper-left corner in large text on the first page. It will appear in the header of each subsequent page as well.
- The name of the class is listed, along with the last name of the teacher (co-teachers are not listed on report cards).
- Classes are listed in alpha-numeric order.
- Assessment details are not included on standards gradebook report cards.
- Standards are listed in alpha-numeric order based on the name of the standard (not the description of the standard).
Where to Start
Navigate to the Analytics module, select Reports at the bottom of the list, then choose Report Card.
The Reports page has three sections:
- Section 1: Template Information
- Section 2: Student Population
- Section 3: Items to Include
See below for details on each section.
Section 1: Template Information
- Title - the title also appears centered in the header of each page.
- Language - can choose between English and Spanish.
- School Logo - should be no larger than 25mb.
Section 2: Student Population and Date Range
- Site (school) - this will only appear on the first page.
- Date range - this will also appear in the top-right corner of the header on each page.
- Teachers, Groups, Grade Levels, Students.
- Sometimes there won't be any students that populate for the report card; it most often leads back to these settings being too specific. We recommend leaving these fields set to All when possible. For more information, check out the Common Troubleshooting Tips section below!
❗ Special Note: If the report card doesn't contain expected grades, it could be because the assessment date is not within the date range selected. See the Common Troubleshooting Steps section below for more information.
Section 3: Choose the Gradebook and Standards
This article is specifically for the standards gradebook, but you can choose to include both the points and standards gradebook. For more information on running report cards for the points gradebook, check out this article.
When choosing the standards gradebook, you are required to choose choose the Mastery Setting, Grading Scale, and Standards to use.
- Mastery Setting: The options for Mastery Settings are Mean, Mode, Most Recent, Highest, or Decaying Average. The available options here are determined by your district's settings; you may not have all of the previously listed options.
- Grading Scale: Choose a grading scale. The Grading Scales available here are determine by your district settings.
- Standards: If you are using Standards Tags, this is where you will choose those tags. If you are not using tags, we recommend choosing Select All.
- Total Grade: If your district has Total Grade Conversion enabled for the Grading Scale selected, this option will become available. The total grade will appear at the top of each class as determined by those conversion settings.
➡️ The name of the Grading Scale and the Mastery Setting will appear at the top of the first page on each student's report card. The Total Grade will appear above each class (if enabled).
❗ Special Note: If the report card doesn't contain expected grades, it could be because certain assessments did not use the grading scale or standards selected. See the Common Troubleshooting Tips below for more details.
Section 3: Optional Items
Attendance, Notes, & Grading Scale Key
- Attendance: displays the number of tardies and absences recorded each class.
- Notes: displays notes from the student profile. The note must have the "Include in Report Card" option checked. The contents of the note, last name of the teacher, and the date stamp are shown below the list of standards for each class.
- Grading Scale Key: displays the Grading Scale descriptions as written in the Main Admin account. The name and description of the performance levels are displayed in a table at the top of the first page of each student's report card.
- The student's SIS ID, State ID, or Student ID can be chosen to display under the student's name on the first page of their report card.
- Family and/or student signature line: these will appear at the end of each student's report card, just after the last class.
- Message: This will appear at the bottom of each page of the report card.
Exporting and Printing the Report Cards
After selecting the desired criteria, click Export in the bottom right corner.
- A dialogue box will appear showing the amount and progression of the report card generation.
➡️ Does the number of report cards not seem correct? Check out the first tip in the Common Troubleshooting Tips section at the end of this article.
- Once the report cards are complete, a file download will appear. Click on the file to open the report cards.
➡️ Can't find the file? Check your downloads folder.
💡 Tip from the Otus Team: we highly recommend saving the report card file with a unique name. Saving it with a unique name will allow you to reference the report in the future.
➡️ Why are there blank pages?
- If the student's report card has an odd number of pages, there will be a blank page that follows. Blank pages are there to allow for double-sided printing. This is so two student's report cards don't appear back to back on the same piece of paper if double-sided printing is desired.
- If a student's report card is an even number of pages, there will not be a blank page following it.
- Even if you don't need to print double sided, we recommend using that setting anyway; this ensures you won't be printing "blank" pages.
❗ Did you receive an error while generating the report cards? See the Common Troubleshooting Tips below for more information.
Common Troubleshooting Tips
❗ Students are not appearing in the dropdown menu, or too few report cards were generated (missing students)❗
- Take a closer look at the filters you have selected - do you have specific groups selected? Do you have specific grade levels selected? If so, the combination of those filters may not be producing any students that meet those criteria.
✅ Solution: Remove the filters - return them to the All option. This may require that you refresh the page and start again.
❗ Standards are missing from the report card❗
There are several reasons for why standards may not appear on the report cards:
➡️ Reason #1 (most common) - Assessments may not be included within the date range selected.
- If the date of an assessment does not fall between the chosen start and end date, its results will not appear on the report card.
- If the teacher does not assign a due date, it is based on the submission date.
✅ Solutions: Two options are explained using this example:
Assessment date: 10/28/20
Report Card Date Range: 8/16/20 - 10/28/20
- Option 1: change the date of the assessment. In the example above, the assessment date should be changed to 10/27/20 or earlier, so that it falls in between the start and end dates.
- Option 2: change the date range on the report card. In the example above, change the report card date range to 8/16/20 - 10/29/20.
💡 Tips from the Otus Team:
- By default, + assessments do not have a due date. Changing the submission date of a + assessment will accomplish the same goal as changing the due date of a simple, rubric, or advanced assessment.
- It might be helpful to select the day before and after the desired date range to ensure the full day of data is included. If you want the report card to include data from 8/1/20 - 11/1/20, run it with a date range as 7/31/20 - 11/2/20.
➡️ Reason #2 - Assessments may not have the correct standards linked.
- If you selected specific standards or standards tags, it is possible that the standards on the assessments are not included in those that you selected.
✅ Solution: Check the standards that are linked on the assessments the teachers assigned. This is something you can see from within your own admin account, or you can reach out to the teachers.. If using standards tags, you should also check the tag itself to make sure the standard you are looking for is included in that tag.
➡️ Reason #3 - Assessments did not use the correct grading scale.
- If an assessment used a different grading scale than the one you selected, its results will not appear on the report card.
✅ Solution: Check the grading scale of the assessments the teachers assigned. This is something you can see from within your own admin account, or you can reach out to the teachers.
❗ Classes are missing from the report card❗
- If classes are missing from the report card, that would suggest the class does not have any grades for that student.
- If you are certain the class has grades, the likely aren't appearing due to the assessments in that class having an incorrect date, standard, or grading scale.
✅ Solution: See the reasons for the "standards are missing from the report card" section above - addressing those issues inherently addresses why a class wouldn't be appearing as well.
❗ Teacher notes are missing from the report card❗
There are a few reasons why notes may be missing:
➡️ Reason #1 - the note does not have the "Include in Report Card" box checked.
- In order for a note to appear on the report card, the note must have the "Include in Report Card" box checked.
✅ Solution: Contact the teacher and have them edit the note and check the box.
➡️ Reason 2 - the note has a date stamp that does not occur in between the start and end date of the selected date range of the report cards.
- The note must have a date stamp that occurs in between the start and end dates; if it has the same date as the start date, end date, or is outside of that range, it will not be included in the report card.
✅ Solution: Contact the teacher and have them edit the note and change the date.
➡️ Reason #3 - the Notes option is not checked on the report card criteria.
- Confirm that you checked the Notes option when generating the report card.
✅ Solution: Check the Notes option when generating the report card.
❗ Error Message Appears when Generating Report Cards❗
- As the prompt suggests, try running the report cards in smaller batches.
- We recommend not exceeding 500 report cards in one run.
- The length of the report cards can also make a difference. If each report card is many pages long, this error message may generate
✅ Solution: Run the report cards in smaller batches.