Data & AssessmentElementary Report Cards For Admin (Setup)Step 11 - Review Sharing, Print, and Test

Step 11 - Review Sharing, Print, and Test

One of the most important pieces that is embedded along the way of Report Card setup is to review sharing, print, and test entry along the way. Sharing controls which users have access to field groups and fields for entry on a specific student. Printing report cards along the way will help to catch aesthetic or mapping errors especially for comments, fields displaying custom report values, and formatting such as size and text. Testing Entry is helpful and as administrator or those with permission, if shared, it is easy to see how the entry screen works, how data is visible to the user, or (without sharing) how become a user can be a useful tool.

Where to Start

To review Sharing, visit various overview screens for Report Cards and Field Groups.

  • To see an overview of how Field Groups are shared, select Grades> Under Report Card Administration, select Field Groups.
  • To see an overview of how Report Cards are shared, select Grades> Under Report Card Administration, select Report Cards.

Sharing or Teacher Permissions

Sharing Field Groups

Field Groups need to be shared with users who are expected to enter data for students. Under the Shared With column (1), you can review if and with whom the Field Groups have been shared with:

  • If the Shared With section is left blank (2), the field group and fields have not been shared and will not be available for report card entry
  • If the Shared With section has users (3), the field group and fields have been shared and will be available for report card entry with those specific users

If there are no users present in the iShared With section, select Manage Fields (4)>Edit Teacher Permissions to update and add shared users

If there are users present in the Shared With section, select the Current Users (3) to update and add shared users

Review the lesson Share With Others on ways to use the Share With (1) dropdown. Most important with sharing field groups is the ability the users have with the field groups and fields:

  1. Select the Share With menu to choose who this field group should be available to enter data for students
  2. Select one or more of the abilities the chosen users can do: Edit Grades Within the Grading Period Window (most common for teacher users or those with students they are entering data for) and/or Edit Grades Outside Grading Period Window (most common for administrative or point of contact users who are able to edit grades once the teacher's window is closed).
  3. To confirm sharing permissions, select Share (3)

To return to the Field Group Profile (4) or continue to Manage Fields (5).

Select Field Group List (6) to return to the main screen.

NOTE: Some thing look into is creating Permission Groups or the ability to make a group of users who you will regularly share to, other than the options provided int he Share With menu. Visit our Sharing Help Manual for more details and on sharing practices.

Sharing Report Cards

Sharing Report Cards

Report Cards need to be shared with users as a final step of accessing the report card and field groups for students. Under the Shared With (1) column, you can review if and with whom the Report Cards have been shared with:

  • If the Shared With section is left blank, the report card has not been shared and will not be available for report card entry, printing, or viewing
  • If the Shared With section has users (3), the report card has been shared and will be available for report card entry, printing, or viewing

If there are no users present in the Shared With section, select Name of the Report Card (2)>Edit Teacher Permissions to update and add shared users

If there are users present in the Shared With section, select the Current Users (3) to update and add shared users

Review the lesson Share With Others on ways to use the Share With (1) dropdown. Most important with sharing report cards is the ability the users have with the Report Cards:

  1. Select the Share With menu to choose who this field group should be available to enter data for students
  2. Select one or more of the abilities (2) the chosen users can do: Can View Report Card (allows users to view the report card and data if they have access to the student) and/or Can Print Report Card (allows users to print report cards, or be given the ability to download PDF if they have access to the student)
  3. To confirm sharing permissions, select Share (3)

Return to the Report Card List (5) or continue to Edit Report Cards (4).

NOTE: Some thing look into is creating Permission Groups or the ability to make a group of users who you will regularly share to, other than the options provided int he Share With menu. Visit our Sharing Help Manual for more details and on sharing practices.

Print Report Cards

It is important to print a report card to see how the values and data appear aesthetically and visually on the printed PDF copy. Refer to Print Report Cards for details on printing:

  • As an administrator or those with visibility to see outside their roster, you will have to use student select filters to drill down
  • If no data is entered, only values from a custom report or previously housed with Illuminate will be seen
  • Continue to work with mapping and layout, editing and adjusting fields and formatting when necessary

Testing Entry

After Report Cards and Field Grops have been shared, it is important to test and take a look at the entry screen:

  • The entry screen will show the order of the field groups and fields, which is recommended to be sorted similar to the report card
  • As an administrator or those with visibility to see outside their rosters, you will have to use student select filters to drill down
  • If working from the District Level, you may have to select a site via the Control Panel in order to see available users and students
  • It is not recommended to enter fake data (because it is tied to the student and you may forget to remove it), but take a look at Field Groups and Fields that are tied to in-house data such as Gradebook, Assessments, Custom Report values, or other student information

Next Steps

Congratulations! You are finished with the Report Card process! Great work! Continue to troubleshoot for the current grading period and refining all the pieces. Once it is over, your next steps are to set up the next grading period using the lesson Creating Additional Grading Period's Report Cards.

Need assistance with training? For teachers take a look at U405 Report Cards for Teachers and the Grades: Elementary / Standard-Based Report Cards.