Custom Report Cards

Engrade is no longer accepting new orders of custom report cards for schools. All current report card school customers can continue to use their existing report cards service as usual. However, new orders for report cards or report cards templates will not be accepted.

Follow these steps below to get your school's report cards ready for the school year. 

Click the name of each topic to learn more.

      1. Report Cards Overview
      2. Submit Report Card Template and Information
      3. Prepare Report Cards for Printing
      4. End of Year

Additional Resources:

Professional Development
Frequently Asked Questions
Contact


Report Cards Overview

Engrade report cards are a premium feature with additional fees that are available to current report card school customers.  Unlike Print Reports, Report Cards allow schools to use their own custom report card templates.

For the explicit capabilities and requirements of Engrade's Report Cards, please read our Report Card Addendum.

Report Card Organization
There are three different types of report card organization available, but only one type of organization can be used per template.

Class List
The class list type of report card organization refers to displaying each students’ classes on the report cards by each individual student’s class schedule. The order of classes on the report cards is determined either by the order in which the student was originally enrolled in each class or by alphanumerical order of all classes in which the student is actively enrolled.

Course
The course-based type of report card organization refers to displaying student classes on the report cards by class course. A course is an additional setting available at the class level that allows classes at your school to be grouped into similar subject area groups exclusively for the purpose of organizing classes on a report card. (This type of report card organization is required for all standards-based report cards.)

Period
The period-based type of report card organization refers to displaying student classes on the report cards by class period. A period is an additional setting available at the class level that allows classes at your school to be assigned specific period designations.

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Submit Report Card Template and Information

Submit Report Card Form
In order to build report cards for schools, we require a completed report card form--including your finalized report card template(s)--submitted to Engrade each year by October 1 or 10 business days prior to your school's first print date, whichever comes first.

Report Card Templates
Engrade report cards are purchased by template per school (district pricing may vary). A report card template is the static image onto which student information is displayed. Any information that changes by student, term, school year, etc. should not be included on the template. Information that is constant across all students in the school (such as, school information, grading scales, comment codes, etc.) should be included on the template. Any variations required in the static template image between students at a school will constitute an additional template and therefore, additional charges will apply.

When submitting your report card template(s), keep the following in mind:

      • The template(s) must be sent in a finalized version as a PDF file. Other file types will not be accepted.
      • The template(s) may not exceed five pages.
      • The template(s) must be sized to 8.5" x 11" in either landscape or portrait orientation.
      • The template(s) must be finalized upon submission. Engrade will not modify custom templates. In addition, any requests to make changes to the template(s) after the October 1 deadline will incur additional fees up to the same amount charged for report cards.
      • The template(s) should be submitted through our Report Card Form, but if revisions need to be made prior to the October 1 deadline, you can attach your revised template(s) here.
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Prepare Report Cards for Printing

Review Class Settings In order for class data to appear on report cards correctly, class settings must be configured appropriately based on your report card organization. Numerical grade levels are required for all classes to appear on report cards, regardless of report card organization. For course-based report cards, courses must be set, and for period-based report cards, periods must be set.

Back Up Report Card Data Before making any changes to your report cards for a new term, we always recommend that you back up your current report cards to save a PDF and CSV copy of the previous term's report cards.

Lock and Unlock Report Cards It is recommended that after grades have been finalized for a term that a school administrator locks the previous term on the report cards to prevent any future changes to that previous term data. Additionally, in order to pull new term data onto report cards, the new term must be unlocked. Cells that are locked on report cards will not update when report cards are refreshed.

Refresh Report Cards Since report cards are not live synced with Engrade Gradebooks, it is necessary for school administrators to refresh report cards each time a change is made in Engrade in order for those changes to be reflected on report cards.

Print Report Cards
There are three different methods for printing report cards:

Print report cards for all students who meet the selected template’s grade level parameters.

Print report cards for one or more specific classes.

Print individual students' report cards.

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End of Year

As your school wraps up for the year, we recommend that you (1) lock down all of your report card templates, and (2) generate back up files for your own records.

      1. Lock all Report Cards 
        You should lock each report card template to prevent editing of cells after your final print date.
      2. Back Up all Report Card Data
        When you back up your report cards, Engrade will generate both a PDF and a CSV file of all your report card data for the year. The files will be conveniently stored online within your Engrade account for you to access at anytime.

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Professional Development

To learn more about using the Report Card App and Engrade Report Cards, we recommend the following resources:

Administrator Report Card Overview

Teacher Report Card Overview

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Frequently Asked Questions

      • Why am I unable to edit a student’s report card?
        • If you are viewing the PDF version of a report card, you will not be able to make any modifications to this file. You will need to open a student's report card online, by selecting the template you wish to edit and then selecting a class in which the student is enrolled. Finally, click on the student's name from the student list, and his/her editable report card will open in a new browser window or tab.

          For detailed instructions on how to enter manual data a student's report card, please see the support article: Edit Student Report Cards.

          If you are unable to edit a cell on a student's editable report card, review the color of the cell. If the cell is white, this means it has been locked to editing. You will need to unlock any cells in which you would like to enter manual data.

          For detailed instructions on how to unlock cells, please see the support article: Lock and Unlock Report Cards.

      • Will entering information directly onto a report card change anything in the Gradebook?
        • Any changes made directly on a student's report card will only be visible on the report card and will not change any grades/information in Engrade. Report cards have a one-way sync with Engrade, which means that information is pulled from Engrade and displayed on the report cards, but no information from the report cards is pushed back into Engrade.
      • Why are my school’s report cards not updating?
        • Report cards are not live synced to the Gradebook, which means in order for report cards to reflect the most current data in Engrade, they will need to refreshed. To refresh a template, select the template that needs to be refreshed from your school's template list. Hover over the Options button and select Refresh Empty Fields in the drop-down menu. After refreshing, your report cards will reflect the newest information from your teachers' Gradebooks.

          Please note: Depending on the settings put in place for your district, your report cards may refresh automatically on set dates/times. You can reach out to your district administrator to see if automatic refreshes have been set up for your district.

          For detailed instructions on how to refresh report cards, please see the support article: Refresh Report Cards.

      • How can I remove blank cells from a student’s report card?
        • A blank row/cell on a report card indicates that Engrade has no data for that specific grade level, grading/marking period, and course type/period for that student. Blanks cannot be removed from a single student’s report card without adjusting every other student’s report card within the selected template. To avoid having blank rows on a report card, ensure that each student is enrolled in exactly one of every period or course type per grade level.

      • Why is information missing from my school’s report cards?
        • When class names, teacher names and/or grades are not showing up on the report cards, this usually indicates an issue with class settings. If a class is not appearing on student's report cards, you will want to go to the class, and select Settings on the left sidebar. On the Basic Settings page, check the grade level and period/class course to make sure these are set correctly. If they are not, update the information and click the green Submit button to save your changes.

          For detailed instructions on how to adjust class settings, please see the support article: Edit Class Settings.

          If the class settings are correct, your report card template may need to be refreshed. To refresh a template, select the template that needs to be refreshed from your school's template list. Hover over the Options button and select Refresh Empty Fields in the drop-down menu.

          For detailed instructions on how to refresh your report cards, please see the support article: Refresh Report Cards.

          If a refresh does not resolve the issue, confirm that the student whose report card you are viewing is enrolled in the class, and if so, if grades have been entered in the class. If your report cards are not updating after refreshing empty fields and you have confirmed that the student is enrolled and has grades in the appropriate classes, the cells you are looking to update may be locked. You will need to unlock these cells in order for them to update after a refresh. To unlock cells, select a template you wish to unlock, hover over the Options button, and select Lock Fields in the drop-down menu. Click directly on a cell to change it from locked to unlocked or unlocked to locked.

          For detailed instructions on how to lock and unlock report cards, please see the support article: Lock and Unlock Report Cards.

      • Why are my school’s report cards not updating after they are refreshed?
        • If your report cards are not updating after refreshing empty fields, the cells you are looking to update may be locked. You will need to unlock these cells in order for them to update after a refresh. To unlock cells, select a template you wish to unlock, hover over the Options button, and select Lock Fields in the drop-down menu. Click directly on a cell to change it from locked to unlocked or unlocked to locked.

          For detailed instructions on how to lock and unlock report cards, please see the support article: Lock and Unlock Report Cards.

          If your report cards have been unlocked and refreshed, but information is still not updating on the report cards, you will need to ensure that each class at your school has the appropriate course/period and numerical grade level set. You can view all class's settings from the Classes page by hovering over the gear icon on the bar at the top of the class list and selecting Edit Class Settings from the drop-down menu.

          On this page, you can review each class's course/period and grade level settings. Make any necessary changes on this page and click the green Submit button at the bottom of the page to save. You will need to refresh your report cards again to pull in information from the classes for which you updated settings.

          For detailed instructions on how to adjust class settings, please see the support article: Edit Class Settings.

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Contact

For additional assistance or other inquiries, please reach out to the appropriate contact for your school or district.

Schools
If you are unable to find an answer to your report cards question here, contact Engrade's Report Card Team.

Districts
If you are unable to find an answer to your report cards question here or you would like to purchase report cards, contact your Engrade District Account Manager.

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