Wednesday, June 21, 2017

How to enter Quarter 4 and Final Grades in Aspen

How to Enter Quarter 4 and Final Grades in Aspen

The steps to entering your Quarter 4 grades is similar to entering grades during any other quarter, but you have the additional step of also adding your Final Exam and Final Grade (FG) for the course.

To Post your Q4 grades in Aspen Gradebook,
  1. Go to the Scores page in your Gradebook
  2. In the Grade Columns drop down box, select Post Columns.  Also, set the Term to Q4.  
    (see yellow in image right)
  3. The Aspen Posting columns will appear.  These are
    • Q4Grd - Quarter 4 Grade
    • Final Exam - Final Exam
    • Q4ClsAbs - Quarter 4 Class Absences
    • Q4Com1 and Q4Com2 - Quarter 4 Comment 1 and Comment 2 fields
    • Q4 - The grade from your gradebook for quarter 4
    • FG - Final Grade
  1. Click the Update Post Columns button -OR-
    Select Options -> Update Post Columns
  2. This will take you through the Update Post Columns wizard.  (see images below)

  • Step 1. Select the Grade Term (Q4) and the Grades to update (all students).

  • Step 2. Select
  • Quarter 4 Grade = Average:Q4  
  • Final Exam = (Do Not Update)

  • Q4 Class Absence= Class Absence Total

  • Final Grade = District Calculation

Alternatively, you may add an assignment for the midterm grade and then automatically upload that grade by selecting it here.  
Your exam will be part of a category and will be part of the Q4 average AND the Final grade.  Thus, being factored twice. 
  • Step 3. Confirms the choices made in Step 1 and Step 2.

  1. Click Finish.
  2. You should notice that the Q4Grd and Q4ClsAbs fields will now be populated.
    ** Final Exam The field is blank.  You will add your Final exam grades into this column on the Post Columns - Term page.
    ** FG Please note: The grade is calculated using all assignments for the year (or semester for semester courses). It is not an average of the final grade for each semester divided by the number of semesters. Also note: The final exam grade will not be incorporated into this total until you add the final exam grade and click update.
  3. After you have added your Final Exam(1), click the Update button(2) in the  FG column.   Aspen will calculate the Final grade for you. ** If the student(s) did not take a final exam, leave this field blank.  Aspen will ignore empty scores.

  4. Pass/Fail Grades.  If your class is Pass/Fail, complete the steps in Update Post Columns.  This will give you the total absences for the student for the quarter.  Then add the P or F into the Q4Grd column.  All of the grades will have a red circle with a line through it.  This just means that you manually entered the grade.

  5. Pass/Fail Final Grade.  Don't forget to also update the FG field for Pass/Fail Grades.  You must manually add the P or F to the FG column.

  6.   Add comment codes (see WHS Comment Codes)

Verifying your Grades
  1. Verify your grade in Q4Grd against the grade from your Gradebook which is labeled Q4.
  1. If you would like to change the grade, simply click on the grade in the Q4Grd field and change it. Grades that you have modified will be indicated by a red, crossed-out circle.  PostGrades7.png

Applying the N-Rule (5 or more absences)
  1. In Aspen, you will apply the N-Rule using the comment fields
    • 100 N-Rule: May lose credit for course due to to attendance issues. Contact school administration.
    • 101 N-Rule: Loss of credit, due to attendance issues, under consideration. Contact school administration


What does the pushpin mean?  
  • If the pushpin is black ,
    you can enter grades for this column, but you cannot post them to transcripts yet.
  • If the pushpin is green with a triangle ,
    you can enter and post grades for this column.
  • If the pushpin is red with a square ,
    you already posted the information to transcripts. If you need to change a grade, you will be able to repost your grade for 5 days after the report cards are distributed.  After that, you will need to complete the grade change form (see Guidance department).

Once you have verified the grades, added comments, and applied the N-Rule if necessary, you can Post your grades. Posting your grades sends a copy of the grades in the field Q2Grd, S1Exam, and MidGrade (and comments) to the report card / student transcript.

  1. Once the posting period has opened, the pushpin will turn from black to green.  The green signifies that you can post your grades.
  2. To Post your grades, click the Post Grades button -OR- click Option -> Post Grades
  3. The Post Grades pop-up will appear.
    Fill in
    • Grade Term = Q4
    • Grades to post = Term Grades for all Students.
  4. Click Ok
  5. Once your grades are posted, your push pin will change from green to red.
  6. You must Post Grades for each class individually.

HELP! I’m getting an error when I post my grades

If you get the error “This section has already been posted.  Posting again will overwrite grades currently on the transcript.  Do you want to continue?”

Click YES.  The reason that you are getting this error is because you had seniors in the class and you already gave them grades and posted them.

As you continue, you should also receive the error “Withdrawn students with grades are present.  Would you like to include them in this post?”  
My answer is NO.  I have posted my grades for seniors already and do not want to make any changes.   

    There will be no printed verification sheets.  Instead, you can verify your grades on the Post Columns page of your gradebook (see steps 10 and 11).
  • You may re-post your grades as many times as you please until the posting period ends.
  • Want a printable copy of this verification page?  
    • Select Reports -> Gradebook Sheet
    • The Gradebook Sheet will appear.  
    • Click Run.
    • The printable version of your Post Columns page of your gradebook will pop-up
    • Select Printer icon at the top of the Gradebook Sheet page.
  • If you planning on using the same comment field for most of the students in your class, you can quickly add the comment to all students by using Options -> Fill Down Values.  Then just change those students who need different comments.

Wednesday, February 1, 2017

Online Course Recommendations in Aspen

This year, course recommendations will be done in Aspen.
Teachers will recommend students for courses and levels and then students and parents will use this information to select courses online for the next school year.

Set Your Gradebook Preferences to Show Next Year’s Course Recommendations

  1. Log in to Aspen.
  2. In the upper right corner, click the triangle next to your name.  A dropdown box will appear.
  3. Click Set Preferences.
  4. Select the Gradebook tab.
  5. Check the Show course selection recommendation checkbox. (This may already be set for you as the default.)
  6. Click OK.
  7. SetPreferences-Recommendation2.pngOnce you have completed your recommendations, you may want to uncheck this box, as the recommendations drop-down menus take up quite a bit of room in the gradebook window.  You can always see the recommendations again by changing your preferences.

Recommend Next Year’s Courses for Your Students


  1. Log on to the Staff view.
  2. Click the Gradebook tab.
  3. Select a course, and click the Scores side-tab.
  4. The Recommendation column appears next to each student's name in your gradebook.
  5. You may recommend one or two courses for each of your students.  (Recommending only 1 course is what we advise.)
  6. Recommendation2.png
    Note that you may only recommend courses that are in the same department as the course you are currently teaching the student.  For example, if you are teaching this student Spanish, you may only recommend this student for another course in the World Language department.
  7. To recommend a course for a student, click the down arrow in the Recommendation 1 column.  You will see a list of all courses available (in this case - in World languages).
  8. You can use <CTRL> D if you will be making multiple recommendations for the same course.
  9. The courses that you recommend for students will be marked as "Recommended."  There is nothing to "post".  Please be sure to let students know to look for that when they log in to select their courses.   (However, student registration does not open for a few weeks.)
  10. Recommendation3.pngIf you want, you can leave a comment about why you are recommending this particular course.  Click on the pencil in the comment column, which will open a dialog box, where you can type your comments.
    IMPORTANT: Students and parents will see these comments and this field can be used to communicate with students and families.
  11. You can print a report of the courses you have recommended your students for.  Click on Reports –> Course Recommendation.  

Tuesday, January 31, 2017

Looking for Semester 1 classes?

Your class list in Aspen now shows just full year (FY) and semester 2 (S2) classes.  

If you teach half year classes and need to view your semester 1 (S1) gradebooks, click on Gradebook to see your list of classes.

Click on the Filter icon.

Finally, use the Term column to locate your Semester 1 (S1) classes.