This article will show you how to generate a report card that includes grades from the points 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 points gradebook.
Example Points 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 are listed in each class are in alpha-numeric order.
Excluded assessments are not included on report cards.
Article Table of Contents
Where to Start
Navigate to the Analytics module, select Reports at the bottom of the list, then choose Report Card.
The Reports page has four sections:
Section 1: Template Information
Section 2: Student Population
Section 3: Choose the Gradebook
Section 4: Optional Items
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 assessments, it could be because the assessment does not have a due date or graded date within the date range selected. See the Common Troubleshooting Steps section below for more information.
Section 3: Choose the Gradebook
This article is specifically for the points gradebook, but you can choose to include both the points and standards gradebook. For more information on running report cards for the standards gradebook, check out this article.
When choosing the points gradebook, you can choose whether or not to include assessment details or total grade conversion.
Assessment Details: checking this option will display the list of assessments in that class, along with their type, submission date, and grade.
If you choose not to include assessment details, only the percentage for the class will display.
Total Grade: Checking this option will use the settings in Control Center to assign a value to the entire class based on the average percentage of all included assessments. This will show up above the class.
Section 3: Optional Items
Attendance, Notes, & ID Number
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.
ID Number: 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.
Are you looking to distribute report cards electronically? Otus collaborates with Rave to allow for electronic distribution. To learn more about Rave, including how to request a demo or purchase for your district, click here. If your school district already uses Rave, you can begin using this feature immediately!
💡 Tips from the Otus Team:
In order for this integration to work properly, the ID that is selected when running report cards in Otus needs to be the same ID that is used in Rave.
In addition, if a district chooses to have the ID to display on the report card, make note that the report card PDF will have the Student ID formatted with "Student Number" on each page.
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.
❗ Assessments are missing from the report card❗
- 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:
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.
❗ 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 due date or submission date.
✅ Solution: Option 1 is to change the due dates of the assessments given so that they fall between the start and end date. This may require that you reach out to the teachers to have them check their due dates. Option 2 is to change the date range of the report cards to include those assessments.
❗ 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.