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Scenario III - Weighted Average From Multiple Gradebooks

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

Example: I teach a semester-long course, but need two separate quarter gradebooks. The semester grade is based on 40% from quarter 1 and 60% from quarter 2.

Create Your Gradebooks

In this scenario you will need to create three gradebooks: two quarter long gradebooks and one special gradebook for calculating the first semester grade. The image below illustrates how these gradebooks should be created.


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.


Helpful hints:

1The Semester 1 gradebook will be used to import the averages for each student from both the Quarter 1 and Quarter 2 gradebooks. As such, its date span only needs to be the minimum possible of 2 days, but you may choose to set the dates as you please.

2. We recommend that you run 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

For this scenario, our Semester 1 gradebook will have two assignments, each of which will contain the grade from one of the two quarter gradebooks. Given the weighting of 40% and 60%, we'll make the assignments worth 40 and 60 points respectively so that we achieve our desired weighting without using the weighting feature of the gradebook. In a more complex scenario, the use of the gradebook weighting feature may be desirable.


1. Create two assignments in the Semester gradebook named Q1 Grade and G2 Grade with one worth 40 points and the other worth 60 points.


2. Click the Q1 Grade assignment in the 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.


When you import the scores from another gradebook, the cell value will equal the student's percent score from the imported gradebook times the maximum value of the assignment. For example, the Q1 Grade assignment in our example is worth 40 points and let's assume the student's average from the Quarter 1 gradebook is 75%. In this case, importing scores from Quarter 1 will cause the cell to populate with a value of 30 points (40 point maximum X 0.75).

Variation: Final Exam Included in Semester Grade Calculation

If your final semester grade must be calculated using the final exam in addition to the quarter grades, then add a final exam assignment to the Semester 1 gradebook. Depending on your needs, it may be best to use weighting for the Semester 1 gradebook (see Scenario IV for an example). However, it's also possible to achieve the desired weighting by adjusting the point value of the assignments. For example, let's assume the final grade is to be calculated using 40% for each of the two quarters and 20% for the final exam -- let's also assume that your final exam is worth 150 points. In this example, the two assignments for the quarter grades should be worth 300 points each (300/300/150 matches the 40/40/20 weighting scheme).


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.