Transferring grades in Teacher Access enables you to transfer assignment scores from one section to another, percentages from a prior closed grading period of one class to another, or weighted grades from one class to another.
Scroll past the video to access the step-by-step instructions.
Audio Transcript
In your English Language Arts class, students are required
to have a Term 1 and Term 2 grade in order to calculate their Semester 1 grade.
Malcolm Gregory enrolled in the class just after the start of Mid Term 2, so
you need to transfer in his Term 1 grade as well as a grade for an assignment
he missed in Mid Term 2. Let’s
start by heading to the Gradesheet in the Gradebook module within Teacher
Access. Malcolm transferred into the English Language Arts class, so we’ll
select that corresponding tile now. We’ll scroll to the right to find the Term
1 grading period. Note that any grade buckets that a student was not enrolled
in but needs to have a grade for will display with an orange background along
with the transfer grades icon. Any grade buckets where a student was partially
enrolled in and may need a grade transferred will display only the transfer
grades icon. Let’s click Enter Transfer Grades to start the process. We’ll
choose Enter Transfer Grades in the Student Grade Information popup. The Grade
Buckets to Transfer field defaults to the grade buckets that the student needs
to transfer. In the Class to Transfer From field, we’ll select the class we
want Malcolm’s grade to transfer from. Let’s continue on. We’ll leave the
Transfer Type to Overall Percentage since we only want an overall percentage
for his Term 1 grade. We can use the Copy All button to pull over any matching
information from the Class To Transfer From to the Class To Transfer To area.
Let’s click Next to continue the process. Since Malcolm was partially enrolled
in Mid Term 2, we can transfer his assignment scores. We’ll click the Copy All
button to pull any information for his assignments. Moving on, we’ll see a
summary of all the information that will be transferred. Let’s run the process.
Since the grading periods we are transferring grades for are closed, we’ll need
to create a closed grading period grade change request before running the
process. We’ll see that his grades have been successfully transferred. Back on
the Gradesheet, we’ll scroll to the right and notice that the transfer icon has
disappeared. Malcolm now has a Term 1 and a participation assignment score for
Mid Term 2, both of which display with a transfer icon.
Now that Malcolm has transfer scores
for the time he missed the class, the system will be able to calculate his
Semester 1 grade.
Procedure
In your English Language Arts class, students are required
to have a Term 1 and Term 2 grade in order to calculate their Semester 1 grade.
Malcolm Gregory enrolled in the class just after the start of Mid Term 2, so
you need to transfer in his Term 1 grade as well as a grade for an assignment
he missed in Mid Term 2. Let’s
start by heading to the Gradesheet in the Gradebook module within Teacher
Access. Malcolm transferred into the English Language Arts class, so we’ll
select that corresponding tile now. We’ll scroll to the right to find the Term
1 grading period. Note that any grade buckets that a student was not enrolled
in but needs to have a grade for will display with an orange background along
with the transfer grades icon. Any grade buckets where a student was partially
enrolled in and may need a grade transferred will display only the transfer
grades icon. Let’s click Enter Transfer Grades to start the process. We’ll
choose Enter Transfer Grades in the Student Grade Information popup. The Grade
Buckets to Transfer field defaults to the grade buckets that the student needs
to transfer. In the Class to Transfer From field, we’ll select the class we
want Malcolm’s grade to transfer from. Let’s continue on. We’ll leave the
Transfer Type to Overall Percentage since we only want an overall percentage
for his Term 1 grade. We can use the Copy All button to pull over any matching
information from the Class To Transfer From to the Class To Transfer To area.
Let’s click Next to continue the process. Since Malcolm was partially enrolled
in Mid Term 2, we can transfer his assignment scores. We’ll click the Copy All
button to pull any information for his assignments. Moving on, we’ll see a
summary of all the information that will be transferred. Let’s run the process.
Since the grading periods we are transferring grades for are closed, we’ll need
to create a closed grading period grade change request before running the
process. We’ll see that his grades have been successfully transferred. Back on
the Gradesheet, we’ll scroll to the right and notice that the transfer icon has
disappeared. Malcolm now has a Term 1 and a participation assignment score for
Mid Term 2, both of which display with a transfer icon.
Now that Malcolm has transfer scores
for the time he missed the class, the system will be able to calculate his
Semester 1 grade.
Select
Menu > Teacher Access > Gradebook.
Select
Gradesheet under Features.
If you have already opened a gradesheet in your current session, you return to the most recently opened gradesheet. To select a different class, click Class List near the top right of the screen.
Verify you are in the correct school year by checking the information at the top left of the screen.
Click the tile for the class that contains the student you wish to transfer grades for.
Click Enter Transfer Grades in the cell of the appropriate grading period.
The image below displays the
Enter Transfer Grades option in the T 1 grading period for Andrea Green. The Left and Right Arrows icon also launches the transfer grades workflow, and can be accessed under the T 2 and SE 1 grading periods, under Andrea's name, and within the Record Options menu by clicking the drop-down icon at the left of the screen. The icon also displays under Ashley Tyler's name and in the T1 grading period.
The Enter Transfer Grades option displays with an orange background and the Left and Right Arrows icon if the student was not enrolled in the grading period and a grade is required for the grading period in order to calculate the student grade for another grading period, such as a semester. Alternatively, you can click the Left and Right Arrows icon in the cell of a grading period where grades can be transferred but may not be required. The icon without the orange background indicates the student is partially enrolled in the grading period, so transferring grades may not be required since the student will have a grade calculated by the system for that grading period. Continue to the next step.
The Left and Right Arrows icon also displays under the student's name in the Student Name column, within the New Student indicator, or within the drop-down icon to the left of the student's name. If you click the New Student icon under the student's name, you must click Enter Transfer Grades from the New Student window. Clicking the Left and Right Arrows icon in any place will launch the transfer grades workflow. Skip to step 7.
Under the Transfer Grade Recommended heading, click Enter Transfer Grades.
Complete the appropriate fields.
Required fields are identified with an asterisk. You must complete required fields before you can save your work.
Verify the Grade Buckets to Transfer or enter the correct grade buckets if necessary.
Verify the Class to Transfer From or enter the correct class if necessary.
Click Next near the top left of the screen.
Note:
The options and screens you see are dependent on the student's enrollment status
in the course for grade buckets where the student needs assignment, subject or academic standard, or percentage
scores in order to calculate other grades for the class. For example, if a Term 1
and Term 2 grade are required to calculate the Semester 1 grade, you may need to
transfer a Term 1 grade where the student was not enrolled in the class, as well
as a Term 2 grade where the student was partially enrolled in the class. In this
situation, you will repeat sub-steps d - i to complete both the not enrolled and
partially enrolled transfer processes.
Under the Transfer Details heading for the grade bucket, select the appropriate radio button to indicate the Transfer Type.
Selecting Overall Percentage indicates you wish to
transfer
a percentage from a grading period of one class to another. This enables you to enter a starting percentage for an in-progress grading period by setting the assignment scores the student missed, or transfer in a grade for a closed grading period that is needed to calculate a semester grade. The percentage you enter is applied to all assignments for the selected grading period.
Selecting Category Percentages indicates you wish to transfer
a percentage for each category that is used in the selected grading period for the class.
If the student is partially enrolled in the grading period, these category percentages will be applied to each appropriate assignment. If the student is not enrolled in the grading period, the category percentages will be applied to assignments in the background and then used to calculate an overall percentage for the grading period.
Selecting Assignment Scores indicates you wish to transfer prior assignment scores from one section to another section in any grading period. This option is most often used when students are transferring between sections of a course and the assignments match up. However, you can choose this option and manually enter transfer assignment scores for unrelated classes.
Selecting Subject / Academic Standard Grades indicates you wish to transfer Subjective or Mastery grades from one class to another. This enables you to enter a subjective grade or indicate mastery for a subject or academic standard from one class to a subject or academic standard in another.
For example, if a student is transferring from one English class to a more advanced English class, you could use this option to transfer their subjective grades and mastered standards to the new class. This option only displays if there are subjects or academic standards that are set to have a Calculation type of Subjective or Mastery.
If you selected Overall Percentage, you see the details about the grade bucket and a field to enter the percent. Continue to the next sub-step.
If you selected Category Percentages, you see the details about the categories for the grade bucket and a field to enter the percent for each category. Skip to sub-step g.
If you selected Assignment Scores, you see the details about the assignments for the grade bucket and fields to enter score information. Skip to sub-step h.
If you selected Subject / Academic Standard Grades and the class uses subjective grades, you see the details about the grade bucket and a field to enter the grade. If the class uses Mastery grades, you see the details about the grade bucket and a checkbox to indicate if the standard has been mastered. Skip to sub-step i.
Click Copy All in the middle of the screen to copy the percent earned
for each grading period from the Class To Transfer From to the Class To
Transfer To.
Choose the appropriate option in the Percent Update Method column using the drop-down list.
This option only displays if the following criteria are met:
The student left the class and came back.
The student was partially enrolled in the beginning of the bucket but left before it ended.
The student has a transaction that starts after the bucket end date.
The bucket is closed so that it won't recalculate.
If you only wish to transfer a percentage for the bucket, but not assign that percentage to each assignment, you would select Overall Percent. Alternatively, if you wish to assign the percentage to the bucket as well as the assignments, you would select Calculate Percent.
Skip to sub-step j.
Click Copy All in the middle of the screen to copy the percent earned
for each category for each grading period from the Class To Transfer
From to the Class To Transfer To.
Skip to sub-step j.
Click Copy All in the middle of the screen to copy assignment
information from the Class To Transfer From to the Class To Transfer To.
Skip to sub-step j.
Click Copy All in the middle of the screen to copy the subject or academic standard grade or mastery for each subject or academic standard from the Class To Transfer From to the Class To Transfer To.
Click Next near the top left of the screen.
If the student needs transfer grades for both grade buckets where they are not enrolled and where they are partially enrolled, you see fields where you can enter transfer information for the partially enrolled grade bucket. Repeat sub-steps d - i.
Uncheck the box or boxes for the information you do not wish to transfer.
Click Run Process near the top left of the screen.
If you are transferring grades into a closed grade bucket that the student was partially enrolled in, you see a message indicating the grade bucket is closed and will not update from the transferred grades unless you create a closed grading period grade change request. Continue to the next step.
If you are transferring grades into a closed grade bucket that the student was not enrolled in, or an open grade bucket, you see a message indicating the grades were transferred successfully, as well as the number of successful and failed records. Skip to step 11.
Check the box for Create Closed Grading Period Grade Change Request(s) if appropriate.
Click Run Process near the top left of the screen.
Click Close near the top left of the screen.
Results
For more detailed information, please refer to the "Transferring Grades in Teacher Access" article in the Help Center.
