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Reports Menu

Individual Report (Report Menu)

Choose Individual Report from the Report menu to inform parents and students in a detailed, personalized way.

NOTE: Before generating a report, see the Report Basics topic.

Information on each option in the Individual Report dialog:

Assignments # ___ through ___
Fill in these two blanks to specify which assignments will appear on reports. Normally, the range of assignment numbers will start with the most recent grading period. 

Only Assignments That are Highlighted in Assignments Window
1) If you have selected only certain rows in the Assignments Window, then only those assignments will be printed on reports if you select this option. 
2) For example, suppose you had selected rows #3, 4, and 7 in the Assignments Window. 
3) If you then selected the Only assignments that are highlighted in Assignments Window option, then reports would only include assignments #3, 4, and 7.

Students # ___ through ___
1) Fill in these two blanks to specify which students will appear on reports. 
2) Normally, all students in the class will be included in reports by default.

Only Students Who are Highlighted in Students Window
1) If you have selected only certain rows in the Students Window, then only those students will be printed on reports if you select this option. 
2) For example, suppose you had selected rows #3, 4, and 7 in the Students Window. If you then selected the Only students who are highlighted in Students Window choice, only students #3, 4, and 7 would actually appear on reports. This is very handy for quickly printing reports for just certain students.

Students with ___ or More Missing Assignments
Prints reports only for students who have at least the specified number of missing assignments.

Students with Percentages Less Than ___%
1) Prints reports only for students with percentages below the specified percentage. 
2) Which percentage is used, i.e., overall summary percentage, or just the percentage for a certain category or grading period, is determined by the Screen Prefs command in the Style menu.

Students with Percentages More Than ___%
1) Prints reports only for students with percentages above the specified percentage. 
2) Which percentage is used, i.e., overall summary percentage, or just the percentage for a certain category or grading period, is determined by the Screen Prefs command in the Style menu.

Date for Reports
1) The Date for Reports field automatically contains the current date, i.e., when you started Grade Machine, in the month/day/year format. 
2) If you prefer a different format for the date, such as 1 January 1999, you can type it into this field.

Preview
1) Choose Preview to see reports on screen before you print. On-screen reports will look just like printed reports. 
2) The mouse pointer changes to a magnifying glass to let you enlarge the image or shrink it to fit on the screen. 
3) Scroll bars let you explore the full report at actual size if it doesn't fit on your screen. 
4) You can move forward and backward through multiple pages by using the Next Page and Prev Page buttons.
5) When you're done previewing, click the Close button to exit the Preview screen, 
6) Or click Print to send your report to the printer. 
7) Before you print, make sure that your printer is set up properly.
8) If you're using a dot-matrix printer with continuous-feed perforated paper, turn your printer off, roll the carriage so that the perforation is lined up with the print head, then turn the printer back on.

NOTES: 

(1) If part of a report is chopped off, you may need to change the report margins, using General Report Prefs from the Style menu. 

(2) You also may need to explore your printer's manual for instructions on printing closer to the paper's edge.

9) To limit the width of Individual Reports, you can use the Style menu's Individual Report Prefs and General Report Prefs commands to prevent extraneous information from appearing in reports, such as Standard Deviation or Weights. 
10) Or, you can use the Style menu's Font dialog to choose a smaller font for the Table Body.

Email
1) Click Email to generate an Individual report that will be sent to the student's email recipients as entered in the Student Email Addresses dialog. 
2) The email report will include a subject, which is the report title as entered in the Individual Report Prefs dialog. 
3) The Email reports will appear as plain text in the body of the message, and they can be edited. 
4) Most style settings affect email reports the same way they affect printed reports. 
5) However, certain format settings, such as tables and font selections, do not apply to email reports. 

Group Report (Report Menu)

1) Use the Group Reports dialog in the Report menu for posting efficient grade summaries on your bulletin board. 
2) Group Reports are also handy for replacing a hand-written gradebook.

NOTE: Before generating a report, see the Report Basics topic.

3) If you wish to print reports to post on your bulletin board, you'll probably want to remove the students' names for confidentiality. 
4) To do so, use the Style/Student Data dialog to exclude the students' names from reports and to include the secret IDs. 
5) Before printing, you'll probably also want to sort the class by ID. 
6) It's a good idea to save your Class file before sorting, allowing you to re-open the class to unsort it when you're done printing.
7) If you wish to use a Group Report to replace a hand-written gradebook, just use the Style menu to include all the pertinent data, and to set up a left margin large enough to allow hole-punching for a binder. 
8) When you print, you may wish to extend the assignment range beyond the highest current assignment number. This gives you room to write in scores by hand, to be transferred to the computer later when you have time. 
9) If the abbreviation for the Incomplete (blank) score special score is blank, e.g., as it is in SAMPLE.CLS, then Group Reports will print a grid-like pattern for missing scores, making it easy for you to write scores in by hand. Anytime your gradebook gets too messy, you can just quickly print out a new one!

Comment List (Report Menu)

Use the Comments List dialog in the Report menu to preview or print the list of comments you have designed for this Class file.

NOTE: Before generating a report, see the Report Basics topic.

Information on each option in the Comments List dialog:

Full Comments

Prints complete comments with blank lines between them.

Brief Comments

Prints only the first line of each comment.

Multi-Class Report (Report Menu)

1) A Multi-Class Report contains student information that covers more than one Class file. 

2) This type of report is especially useful for elementary teachers, who need to prepare reports that include grades from more than one subject or Class file. 

For a quick tour of a Multi-Class Report:

1) Select Open Class from the Toolbar or Open Class from the File menu or key in the shortcut [Ctrl]+O. 

2) From the SAMPLES directory, open the ELEM directory and select ART.CLS. 

3) From the Report menu, select Multi-Class Reports and then press Preview. 

4) This produces a report for all students who are in ART.CLS. 

5) Each report summarizes each student's performance in all classes in the ELEM directory, i.e., Art, Math, Reading, Science, and Social Studies.

6) Most elementary teachers will create multiple Class files with the same student list. 

7) The Multi-Class Report dialog then allows teachers to print reports that include data from more than one Class file or subject. 

8) For example, if you have the same 30 students in 5 different classes, you can choose to print reports that include grades for all 5 classes, or you can choose to print reports that include grades from specific classes or subjects. 

9) Keep all of the current term's Class files together in the same directory to make it easier to print Multi-Class Reports. 

10) Then, when it comes time to print a report, open one of your Class files, choose Multi-Class Report from the Report menu, and use the All students in (current class) and All classes in (current directory) options to determine which students and classes appear on reports. 

11) Preview the report before printing to make sure it is set up as expected. 

Here's more information on each choice available in the Multi-Class Report dialog:
Classes to Include

When printing Multi-Class Reports, you can choose whether to include all classes from the current directory or just some. These options are described below:

All classes in ___ (current directory)

1) This option shows the path of the current directory. If this option is selected, then all Class files in the current directory will be included in the Multi-Class Report. 

2) The classes will appear on reports in alphabetical order. 

NOTE: If you want to change the current directory, the best way is to exit from the dialog by clicking on Cancel, and then open any Class file in the desired directory.

Customized list of classes

1) If you want your Multi-Class Reports to include only some of the Class files in any particular directory, you will need to create a customized List of Classes and save the list in that directory. 

2) To create or edit a list of classes, first select the Customized list of classes option and then press either the Create a List button or the Edit a List button:

a) Create a List button: Press this button to create a new list of classes to include on Multi-Class Reports. 

b) Edit a List button: Press this button to modify an existing list of classes.

Students to Include

When printing Multi-Class Reports, you can choose whether to include all students from the current class, just those students who are highlighted in the current class, or students from various classes. These options are described below:

All students in ___ (currently active class)
All students in the currently active class will be included in the Multi-Class Report if this option is selected.
Highlighted students in ____ (currently active class)
If you want your Multi-Class Reports to include only those students who are highlighted in the Students window of the currently active Class file, select this option.
Customized list of students

1) If you want your Multi-Class Reports to include students from various classes, then you'll need to create a customized List of Students. 

2) To create or edit a list of classes, first select the Customized list of students option and then press either the Create a List button or the Edit a List button:

a) Create a List button: Press this button to create a new list of students to include on Multi-Class Reports. 

b) Edit a List button: Press this button to modify an existing list of students.

Assignments to Include

These choices allow you to determine which assignments will be included on Multi-Class reports.

None
No assignments will be included in reports.
Latest grading period
Includes only assignments from the latest grading period for each included Class file.
All
Includes all assignments from each included Class file.

Date for Reports

1) The Date for Reports field automatically contains the current date, i.e., when you started Grade Machine, in the month/day/year format. 

2) If you prefer a different format for the date, such as 1 January 1999, you can type it into this field.

Preview

1) Choose Preview to see reports on-screen before you print, to save paper and time. 

2) On-screen reports will look just like printed reports. 

3) When you're done previewing, press the Close button to exit the Preview screen, or press the Print button to send your report to the printer.

Email

1) Click Email to generate an Multi-Class report that will be sent to the student's email recipients as entered in the Student Email Addresses dialog. 

2) The email report will include a subject, which is the report title as entered in the Individual Report Prefs dialog. 

3) Email reports will appear as plain text in the body of the message, and they can be edited. 

4) Most style settings affect email reports the same way they affect printed reports, but certain format settings, such as tables and font selections, do not apply to email reports.

More about Multi-Class Reports:

1) The Report Date field automatically contains the date on which you last started Grade Machine, e.g., the current date, in the month/day/year format.
2) If you prefer a different format for the date, such as 1 January 1999
, you can type it into this field.
3) Select Preview to see reports on-screen before you print, to save paper and time. On-screen reports will look just like printed reports.
4) When you're done previewing, click the Close button to exit the Preview screen, or click the Print button to send your report to the printer.

5) Multi-Class Reports are actually based on Individual reports, so most of the choices in the Class and Style menus that affect the format of Individual reports will also affect Multi-Class Reports. 

6) Your Multi-Class reports will be affected by all options in the Individual Report Prefs dialog, except for the following: 

7) The Comments, Post Scripts & Notes at top of report option is ignored in Multi-Class reports. 

8) The Assignment Table option does not affect Multi-Class reports, since the Multi-Class report dialog contains its own assignment options. 

9) Since each student's Multi-Class report always begins on a new page, the One Report per Page option is ignored. 

10) The reserve lines settings are also ignored, since comments and attendance information are automatically printed in full on Multi-Class reports. 

11) To make the summaries of grades and attendance more compact, select Individual Report Prefs from the Style menu and check the Use Tables for Summaries checkbox. 

12) If you want to include attendance summaries on multi-class reports, you might only want to include the attendance summary for the last class, rather than showing a separate summary for each Class file. 

13) To do this, then for each Class file, except the class that appears at the end of your report, uncheck the Attendance checkboxes in both the Grading Periods and the Overall Summaries dialogs under the Class menu. 

14) For the class that appears at the end of your report, make sure that the Attendance checkbox is checked in the Overall Summaries dialog box. 

15) Remember, if you have selected the All classes in current directory option in the Multi-class report dialog, the last class to appear on reports will have the Class file name that comes last alphabetically.

16) If you want only a single list of comments to appear at the end of Multi-Class Reports, then only assign comments in the Class file that appears last on reports. 

Histograms (Report Menu)

The Histograms dialog in the Report menu allows you to print bar graphs for the active Class file.

1) When preparing Histograms, Grade Machine assumes that all students are using Grading Scale #1, since different scales can have different descriptions as well as different lower cutoffs.
2) Before generating a report, see the Report Basics topic.

3) If a student has been assigned an alternate grade percentage, then that percentage will be included in the histogram. I

4) If the alternate grade percentage does not evaluate to a valid number, then that student will be excluded. 

5) Alternate grade descriptions have no effect on histograms. 

Information on each option in the Report/Histograms List dialog:

Assignment

Select to show a bar graph frequency distribution for a particular assignment. For example, you might wish to post a histogram showing how the class has performed on the latest test.

Category

Select to show a bar graph frequency distribution for all assignments in a particular category.

Grading Period

Select to show a bar graph frequency distribution for a particular grading period. 

Overall Summary

Select to show an overall summary bar graph frequency distribution. 

Bar Type

Grade Desc.

Select to show Grade Descriptions on the horizontal axis of the graph , e.g., how many students received A, B, etc.

Percentage
Select to show Percentages on the horizontal axis of the graph.
Points
Select to show Points on the horizontal axis of the graph.

Number of Bars

1) Controls the number of bars to appear in the histogram. 
2) Each bar on the graph represents a certain range of performance. 
3) For example, if the horizontal axis shows 60 70 80 90, then the first bar would represent the number of students who received grades of at least 60, but less than 70. If the bars are too fat or too skinny, you can choose a different Number of Bars.

Date for Report

1) The Date for Reports field automatically contains the current date, i.e., when you started Grade Machine, in the month/day/year format. 
2) If you prefer a different format for the date, such as 1 January 1999, you can type it into this field.

Preview Button

1) Choose Preview to see the histogram report on-screen before you print, to save paper and time. 
2) On-screen reports will look just like printed reports.
3) When you're done previewing, press the Close button to exit the Preview screen, or press the Print button to send your report to the printer. 
4) Histograms can be printed Portrait (vertical) or Landscape (horizontal) on the page, depending on your choices in the Print Setup dialog of the File menu.

Progress Graphs (Report Menu)

The Progress Graphs dialog in the Report menu prints an individual progress graph for each student.

NOTE: Before generating a report, see the Report Basics topic.

Category ___ of Grading Period ___

1) Shows a graph of how a particular student has performed in a given assignment Category in a given Grading Period. 
2) For example, you can print out a graph showing how a student's work has improved or worsened in the Tests category in Grading Period #2, e.g., Quarter 2.

Grading Period

Produces a progress graph for a student that covers one particular Grading Period.

Overall Summary

Produces a progress graph for a student that covers the student's Overall grade throughout the whole year.

Students # ___ through ___

1) Fill in these two blanks to specify which students will appear on reports. 
2) Normally, all students in the class will be included in reports by default.

Only Students Who are Highlighted in Students Window

1) If you have selected only certain rows in the Students Window, then only those students will be printed on reports. 
2) For example, suppose you had selected rows #3, 4, and 7 in the Students Window. If you then selected the Only students who are highlighted in Students Window choice, only students #3, 4, and 7 would actually appear on reports. This is very handy for quickly printing reports for just certain students.

Bundle ___ Assignments per Data Point

1) Choose this option to Bundle assignments for Progress Graph purposes. 
2) For example, if you bundle 4 assignments, then the first data point represents the average score on assignments 1 through 4, the next data point represents assignments 5 through 8, and so on. 
3) This is useful in smoothing out any day-to-day fluctuations in student performance, so that the graph will emphasize the student's overall grade trend rather than the fluctuations. 
4) In addition, bundling assignments helps fit a large number of assignments on the graph without too much clutter. 

5) Sometimes, Grade Machine will automatically force bundling assignments if the number of assignments to be shown is too large to fit on the horizontal axis.

Standard Scores

1) The Standard Scores option converts all scores to what statisticians call Z-scores. 
2) A Z-score of 0 is the class average or mean. A Z-score of +1.0 is one standard deviation above the mean -- for those of you who like statistics. 
3) The advantage of this type of graph is that it shows at a glance whether a student is above or below the class average on each assignment.

Cumulative Grades

1) Cumulative Grades gives you another way to smooth out the day-to-day fluctuations in a student's performance. 
2) Each data point will represent the average of the grades up to that point. For example, Data Point #7 would represent the average of percentages on data points i.e., assignments or bundles of assignments, 1 through 7.

NOTES: 

(1) Cumulative Grades are simple averages and do not take category weights or grading period weights into account. 

(2) Individual assignment weights are used in calculating averages. 

(3) Therefore, the cumulative grade shown at the last data point will most likely differ from the overall combined grade shown on reports.

Show Averages

Displays the class average for each assignment or group of assignments as a small square on the graph.

Date for Report

1) The Date for Reports field automatically contains the current date i.e., when you started Grade Machine, in the month/day/year format. 
2) If you prefer a different format for the date, such as 1 January 1999, you can type it into this field.

Preview Button

1) Choose Preview to see the graph report on-screen before you print, to save paper and time. 
2) On-screen reports will look just like printed reports. 
3) When you're done previewing, press the Close button to exit the Preview screen, or press the Print button to send your graph to the printer.

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