Collaborate and Share Gradebooks

This lesson will cover Frequently asked questions, a step by step guide as well as troubleshooting tips and administrative information around how to utilize Collaboration and Sharing in Gradebook. Sharing is a great way for Interventionists, Resource Teachers, Co-Teachers, to view, enter scores, or even add assignments to the Gradebook.

If wanting to create a Gradebook Template with settings and preferences already applied, please refer to Duplicate Gradebooks (Templates).

radeBooks.

Frequently Asked Questions About Sharing Gradebooks

Q. What is Gradebook Sharing?

A. Gradebook sharing allows you to share and collaborate on assignment and student scores with other teachers, principles, counselors, etc, in real time.

Q. What are some common scenarions when I would use Gradebook sharing.

A. Team teaching, teacher/grade level/site Gradebook collaboration.

Q. Who can I share my Gradebook with?

A. Any user at your site.

Q. How many people can I share my Gradebook with?

A. As many or as few people as you would like.

Q. Will the people that I share my Gradebook with, be able to modify student scores, edit assignment information or change Gradebook settings?

A. When sharing a Gradebook, you will be able to control what each user you share with can do inside your Gradebook. You can share with users to view, enter scores to assignments, enter assignments and scores, or have full access as a author of the Gradebook.

Q. If I share a Gradebook, will the students within that Gradebook be shared as well?

A. There is a permission called 'Can See Students' that allows the shared user's GradeBook to look identical to the GradeBook the owner has (if the option for 'Can See Students' is enabled), meaning it shows the same dynamic list of students (in Spreadsheet View and Student List View). In other words, it reflects any and all scheduling changes that are made in the section/roster associated with the owners' GradeBook roster. Only the GradeBook owner can modify/remove sections and students. This new feature works on Points-Based GradeBooks and Standards Based GradeBooks.

You can still collaborate and share gradebooks with another user without that permission. If that permission is not selected when sharing a gradebook, then the user you share the gradebook to will either have to 1) link their section/roster that has the same students or 2) add students individually as a custom roster.

Q. Can I post grades and print report cards for students that are in my shared Gradebook?

A. You can only post grades and print report cards for students are directly tied to you through scheduling, or your roster. Gradebooks are meant to be tied to a single section or roster of students, not multiple. Best practice is to create a gradebook for each course or section you teach (Secondary) and for each subject (Elementary).

Where to Start

Where to Start

1. Click Gradebook,

2. Click My Gradebooks, and then click on any of your Gradebook subjects.  

3. Once you are in your gradebook, select the Share tab.

Gradebook Sharing

1. Start by selecting the users to share the gradebook with. Use the drop down to select an option to Share With:

  • Site & Role All teachers at my school site
  • Site & Grade Level Anyone affiliated with 4th grade students at Earl E. Lerner Elementary School, typically teachers or users with rostered students in 4th grade
  • Site & Department All users/roles in the Math Department at Ames High School, typically teachers or users with rostered students to a course/class in the Math Department
  • Site & Course Anyone who teaches English 6 at Ames High School, typically teachers or users with rostered students to the site and course
  • User An individual or selected group of users such as Anita Book, Al Jibra, & Kurt Lecture, regardless of site, role, course or department. Traditionally, you may share with any user(s) whom you share students with.

2. Then, select the checkbox(es) for the permissions you want the users to have:

  • Unselect Can Edit Scores shares just the gradebook as a View Only option, with no editing abilities but can view the gradebook once students are assigned. This is also where users can duplicate the gradebook acting similar to that of a template and allowing the user to duplicate it.
  • Can Edit Scores allows user(s) to edit scores within the gradebook, selected by default.
  • Can Edit Assignments allows user(s) to change assignment name, total points, due date, etc., any assignment details
  • Can Edit Settings allows user(s) to modify the settings in the Setup sub tab of the gradebook which can change how calculations, grading scales, custom marks, and other preferences are displayed in the gradebook
  • Can See Students allows the shared user's GradeBook to look identical to the GradeBook the owner has (if the option for Can See Students is enabled), meaning it show the same dynamic list of students (in Spreadsheet View and Student List View). In other words, it reflect any and all scheduling changes that are made in the section/roster associated with the owners' GradeBook roster. Only the GradeBook owner can modify/remove sections and students. This new feature works on Points-Based GradeBooks and Standards Based GradeBooks.

3. Click Share to save sharing preferences and share the gradebook with others.

Review and Manage Sharing

Once shared, a green confirmation bar will appear at the top of the page.

  • In the Current Permissions section, the check boxes (1) indicate which permissions you gave. You can always make changes to the permissions by using the check boxes below each of the permission levels and Save Changes (4).
  • At any time, select View Users (2) to display what users have that permission. This is a great way to check sharing needs!
  • If you ever need to Remove (3) permissions, use the check boxes in the remove column to select which permissions should be completely removed.
  • Be sure that anytime you make a change to select Save Changes (4)

Accessing a Shared Gradebook for the First Time

Accessing a Shared Gradebook for the First Time

1. Click on Gradebook.

2. Select My Gradebooks.

3. Find the name of the gradebook that has been shared with you in the list.

4. Select details at the far right if you need to add students to the shared gradebook.

5. Add By Class (Roster), or

6. Add Students Not Scheduled to You (Custom Roser) to the gradebook.

7. Click Save to save changes, or Cancel to return to the Gradebook list.

The students you selected will then show up in the shared gradebook once accessed. At this time you will be able to add scores for existing shared assignments (if shared with the permission to edit scores), and add your own assignments.

Common Issues and Troubleshooting

P. I have been given access to another teachers gradebook, but the GradeBook cannot be accessed because I "must assign the GradeBook a Student List." What does this mean?

S. Make sure that you have access to students if you are trying to access students who are not rostered to you (This would be adding students via "Add Students Not Scheduled to you" on the GradeBook Details page). Also, you can add your OWN roster of students to this GradeBook as well. All students can be added by clicking on Details to the right of the GradeBook name on the GradeBook List.

P. I am trying to share my Gradebook but I do not see the share tab as an available option for me, what do I do?

S. Is this a Gradebook that you created? Make sure you are the author of that Gradebook because otherwise you will not have the option to share it out until the creator of that Gradebook has given you that permission.

P. I have shared my Gradebook with my team, but they can't update any of the scores, what is wrong?

S. Nothing is wrong, chances are you have not given them ample permission to edit that Gradebook. If you go to your Share tab, make sure that those users in your Teacher Team have the ability to edit the Gradebook by way of the "edit" permission.

Next Steps

Want to learn more about Creating and Managing Custom Rosters? Check out how to Add Custom Rosters to Gradebooks.

Now that the Gradebook has been shared, get started by learning more about Assignments and Scoring.