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Scenario IV - Weighted Average from Multiple Gradebooks and Final Exam

Goal: Create two or more separate gradebooks and generate a cumulative grade that consists of the weighted averages from the separate gradebooks, including a final exam grade.

Example: I teach a semester-long class with two quarters. The final grade for the class is the weighted average of two quarter grades at 40% each and 20% for the final exam. I also need to submit the final exam grade using School Loop's Grade Export Feature.

Note: If you are not required to submit a final exam grade separately or do not use School Loop's Grade Export feature, see the final exam variation of Scenario III.

Create Your Gradebooks

In this scenario you will need to create four gradebooks: two quarter-long gradebooks, a final exam gradebook, and one special gradebook for calculating the first semester grade. This image illustrates how these gradebooks should be created:


The Semester 1 gradebook will be used to import the averages for each student from the other gradebooks: Quarter 1, Quarter 2, and Final Exam. In this example, both the Final Exam and Semester 1 gradebooks are set with the minimum date range of two days each.

1. From the Gradebooks menu on the navigation bar of your Portal homepage, choose Add/Edit Gradebook for one of your courses.


2. Click the Edit link next the name of the default year long gradebook.


3. Add "Q1" to the name of the gradebook and the term label.


4. Set the end date to be the last day of Quarter 1.


5. Click Submit.


6. Back on the Add/Edit page, click the Add New Gradebook button.


7. Add "Q2" to the name of the gradebook and the term label.


8. Set the start date and end dates to correspond to the start and end dates of Quarter 2.


9. Click Submit.


10. Click the Add New Gradebook button to create the semester gradebook.


11. Add "Semester 1" to the name of the gradebook and the term label.


12. Se the start date to the day after the last day of Quarter 2. Set the end date to two days after the last day of Quarter 2.


13. Click Submit.


14. Click the Add New Gradebook button to create the Final Exam gradebook.


15. Add "Final Exam" to the name of the gradebook and the term label.


16. Set the start date to the day after the last day of the Semester 1 gradebook. Set the end date to two days after the last

day of the Semester 1 gradebook.


17. Click Submit.


Helpful hints:

1The Semester 1 and Final Exam gradebooks should not have overlapping dates with any other gradebooks.

2. We recommend that you run all your gradebooks back-to-back without any days between gradebooks. For example, if the 2nd Semester starts on January 12, you should end the previous gradebook on January 11.

3, Be sure to give each gradebook an appropriate name and be careful that the start and end dates are accurate for each term.

4. If you have already published grades in a gradebook, remember to republish after editing the date range.

Cumulative Grade Setup

Set Weighting

1. Create three new categories named Q1, Q2 and Final Exam.


2. Turn weighting on for the Semester 1 gradebook.


3. Set Q1 and Q2 to 40% each and set Final Exam to 20%.


Use these hyperlinks to go to the relevant help pages for creating categories and setting weighting.


Create Assignments and Import Gradebook Scores

1. In the Semester 1 gradebook, create three assignments named Q1 Grade, Q2 Grade and Final Exam. Make each worth 100 points and assign the corresponding categories to each assignment.


2. Click the Q1 Grade assignment in the Semester 1 gradebook to access the assignment scoresheet.


3. Click the Import Gradebook Scores drop menu and select the Q1 gradebook.


4. Click Save & Exit.


5. Repeat steps 2 - 4 for the Q2 Grade assignment and the Final Exam assignment.


When you import the scores from another gradebook, the cells will populate with the value equal to the student's percentage score from the imported gradebook multiplied by the maximum value of the assignment. For example, the Q1 Grade assignment in our example is worth 100 points; let's assume the student's average from the Quarter 1 gradebook is 75%. In this case, the cell value would be 75 points (100 point maximum X 0.75).


Q: How do I go back to view previous term gradebooks?

A: You can always get back to previous gradebooks by going to Add/Edit Gradebook from the Gradebooks menu.


Q: Are gradebook settings unique for each gradebook?

A: Yes, each gradebook has its own unique settings so it is important that you check the settings for each gradebook created. These include weighting, custom codes, grade scales, rounding, and default scores.


Q: What do parents and students see when I publish progress reports?

A: Parents and students will only see the grades you publish. When publishing from multiple gradebooks over the course of a term, students and parents will see a "Current Grades" progress report, which consists of the grades you publish from the current gradebook. If you had published grades from other gradebooks, those progress reports are available to students, parents and teachers via the All Progress Reports menu when viewing the current progress report.


Q: Can I choose which gradebook to use when submitting grades for grade export?

A: Yes. For those using School Loop's Grade Export (an optional feature in School Loop Plus), you should  keep in mind that you will have the option to choose any of your gradebooks as the source of grades to submit. When submitting grades for second semester, for example, be sure to select your second semester gradebook as the source of grades. Some schools require multiple grades per student for certain marking periods (e.g. a second quarter grade and a semester grade). Multiple gradebooks makes such submissions a snap since our system allows you to choose different gradebooks as the source for the various grades you need to submit.