How to Enter Quarter Grades in Aspen (MS/HS)

How to Enter Quarter Grades in Aspen

Your Aspen gradebook is similar to the paper gradebook that we all used to use.  It’s a private document that only you can see.  At the end of each quarter, your student grades and comments must be posted to make them visible to the school and district.

To Post your grades in Aspen Gradebook,

1. Go to the Scores page in your Gradebook
2. In the Grade Columns drop down box, select Post Columns (see marked in yellow with number 1 below)

   
   
   
3. The Aspen Posting columns will appear.  These are
• Q1Grd - Quarter 1 Grade
• Q1ClsAbs - Quarter 1 Class Absences
• Q1Com1 and Q1Com2 - Quarter 1 Comment 1 and Comment 2 fields
4. Select Update Post Columns button (marked by number 2 above)
5. This will take you through the Update Post Columns wizard.  (see images below)



Step 1

• Step 1. Select the Grade Term (Q1) and the Grades to update (Term grades for all students). Then click Next.
• Step 2. Accept the next page selections, Quarter 1 Grade = Average:Q1 and Q1 Class Absence= Class Absence Total. Then click Next.
• Step 3. Confirms the choices made in Step 1 and Step 2. Click Finish,

Step 2

Step 3

   

6. These steps populate Q1Grd and Q1ClsAbs fields (marked in yellow below).

   
7. Add comment codes (see WHS Comment Codes, McCall Comment Codes)

Verifying your Grades

9. Verify your grade in Q1Grd against the grade from your Gradebook which is labeled Q1. The Q1Grd is the grade that will go to the report card and student transcript.
10. 

    If you would like to change the grade being reported on the report card/transcript, simply click on the grade in the Q1Grd field and change it. Modified grades will be indicated by a red, crossed out circle. Pass/Fail Grades
11. If your class gives Pass/Fail grades, change the grade in this Q1Grd field to indicate a Pass (P) or Fail (F).

    

    
    

    
    

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Applying the N-Rule (5 or more absences)

11. 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

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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 until report cards are distributed.  After that, you will need to complete the grade change form (see Guidance department).

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POSTING Grades

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 Q1Grd (and comments) to the report card / student transcript.

12. Once the posting period has opened, the pushpin will turn from black to green.  The green signifies that you can post your grades.
13. To Post your grades, click the Post Grades button

    

    
    
14. The Post Grades pop-up will appear.
15. Fill in
• Grade Term = Q1
• Grades to post = Term Grades for all Students.
16. Click Ok
17. Once your grades are posted, your push pin will change from green to red. (See image below)

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FAQs

• IMPORTANT: You must Post Grades for each class individually.
• You may re-post your grades as many times as you please until the posting period ends.
• There will be no printed verification sheets.  Instead, you can verify your grades on the Post Columns page of your gradebook (see steps 9 and 10).
• Want a printable copy of the grades that you posted?
• 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 <CTRL> + D or by selecting Options -> Fill Down Values.  Then just change those students who need different comments.

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