The program default is pre-set for grades to be automatically assigned to the calculated numeric averages. By keeping Auto-Assign on, GradeQuick will keep updating the grades assigned to the computer-calculated averages whenever you change a grade or grading option in the gradebook spreadsheet. There are two main reasons you may want to turn off Auto-Assign.
- Assigning Grades at Term's End: If you prefer to wait until you have a better idea of class average distribution before creating your scale cutoff values and assigning grades, you will want to turn off Auto-Assign and assign grades later.
- Freezing or Locking In Previous Grades: If you have completed a term or marking period and do not want to have those grades change for any reason (even if a student hands in late work or a score on a test is revised) you may want to keep those assigned term grades permanent by freezing them.
If you want to turn off the Auto-Assign function for any term or semester, please read the sections on Auto-Assigning in their entirety. If you prefer to leave all your grades to be automatically assigned, you may skip the sections regarding Auto-Assign.
Notes About Auto-Assigning
- Regardless of whether or not you choose to use the Auto-Assign mode, numeric averages for semesters, terms and the final are always recalculated and immediately updated whenever a test score is entered.
- Only assigned letter grades (and assigned numeric grades) are affected by checking or un-checking items on the Auto-Assign Grades drop-down list.
- Any grade that has been individually overwritten will not be re-assigned unless you remove its overwritten designation.
Turning Auto-Assign Off and On
When you first choose Grading > Auto-Assign Grades, you will see a checkmark next to each item listed, e.g., Final Averages, terms, semesters or special scores.
All grades are auto-assigned
This means those items will automatically be assigned grades. Since the Auto-Assign Grades menu behaves as a toggle, whenever you select, or uncheck, a term, semester, special score or final average, Auto-Assign is turned off and grades for the unchecked item are not automatically assigned. When it is selected, or checked again, Auto-Assign is turned back on and grades are again automatically assigned for that item.
When Auto-Assign is On
When terms, semesters, special scores or the final average are checked on the Auto-Assign Gradesmenu, GradeQuick automatically assigns letter grades (or numeric grades if checked in the Grading Preferences dialog box) for each student, for each of the checked items. Grades will be updated, just like the average is updated, whenever you enter a test score for a student, or whenever you change the grade scale upon which the grade is based. You will see the grades to the right of the calculated averages in the overall grade, terms or semester average columns. The assigned grade for special scores is displayed next to the raw score in the special score’s column.
By default, all items in the Grading > Auto-Assign Grades menu are checked when you create a new gradebook. As new terms or special scores are created during the school year, they will be in auto-assign mode and appear checked-marked on the sub-menu. If you do not want the new grades automatically assigned using Auto-Assign, go to the drop-down list as you create new terms or special scores and uncheck any item you don’t want to be auto-assigned.
When Auto-Assign is Off
When terms, semesters, special scores or the final average are unchecked on the Auto-Assign Gradesmenu, the calculated averages are still updated when new scores are added. Even though the averages change, if the letter grades (or numeric grades if that option is checked in the Grading Preferences dialog box) that are assigned to the averages are no longer automatically re-assigned or updated. You can choose to keep or freeze them at the time the item is unchecked, or to remove them and replace them with asterisks (**). They will not be re-assigned again until you either select Grading > Assign Grades or restore a check next to the appropriate item in the Grading > Auto-Assign Grades menu.
To turn off Auto-Assign, click Grading > Auto-Assign Grades, and uncheck any item from the drop down list. You will then be given two choices about how to turn off Auto-Assign.
- You can Clear Grades which replaces grades with asterisks (**).
- You can Keep Grades or freeze that are in the column.
Clear or keep (freeze) grades
Assigning Letter Grades When Auto-Assign is Off
Final average is not auto-assigned
If you want to assign letter grades for the item you have selected in the Assign Grades sub-menu, click the Assign Letter Grades Now to Chosen Column button at the bottom of the dialog box. Those letter grades will remain permanent even if you later enter more test scores for that term. If you want them to reflect additional scores, you must repeat this process. No overwritten grade will be re-assigned at any time until the grade’s overwritten designation is removed.
Click to auto-assign after changes are made here
- Click Grading > Assign Grades. This menu will be gray until you have unchecked the item on theGrading > Auto-Assign Grades menu.
- In the list that appears, select the item for which you wish to assign grades. Only those items that have been unchecked on the Grading > Auto-Assign Grades menu will be available on the Grading > Assign Grades menu.
- A dialog box will appear with the grade scale displayed. You can choose from any grade scales you have already created, along with the two grade scales already set up for you, or you can set up a unique grade scale.
- Click OK to leave the dialog box.
- You will be asked if you want the grade scale you just created to be used as the overall grade scale and assigned to any term, semester, special score or the final average that is checked on the Auto-Assign Grades list. If you choose Yes, the grade scale will be assigned to the current item and to all others that are being automatically assigned. If you choose No, the grade scale will be assigned onlyto the item for which you created the grade scale.
Assigning Numeric Grades When Auto-Assign is Off
If you have chosen to use numeric grades in the Grading Preferences dialog box, you will not have to set up a grading scale when you choose Assign Grades.
- Click Grading > Assign Grades.
- In the list that appears, choose the item, such as Term 1 or Final Exam, for which you wish to assign grades. Only those items that are unchecked on the Auto-Assign Grades menu will be available.
You will notice that the assigned numeric grade now appears next to the computer calculated average for the item. Those grades will remain permanent even if you later enter more test scores for that term. If you want them to reflect additional scores, you must select Assign Grades for that item again. No overwritten grade will be re-assigned at any time until the grade’s overwritten designation is removed.