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Blackboard Help

Complete Semester Transitions when Using Gradebooks

Please review this entire section before completing the semester transition if you are using an Edline gradebook such as GradeQuick Web or Easy Grade Pro Web.

Before you begin, it is important that you do NOT delete classes or teacher accounts:
Do NOT Delete Last Year’s/Semester’s Classes — Do not manually delete last year’s or semester’s classes. Your classes (and gradebooks) are automatically archived for you in a special manner and associated with the proper semester for easy retrieval later.
Do NOT Delete Teachers During Transitions — Never delete teacher accounts on Edline, unless the teacher has absolutely, permanently left the school and will not be returning to ANY school in your district. When a teacher is deleted, all of their old class materials will be permanently deleted as well. District teachers who are leaving one school for another will need to combine their Edline accounts, copy over old class materials, and copy documents from their old file lockers before they are deleted from the original school. Wait a few months into the semester before deleting the teachers to allow them to copy all of their necessary materials to their new school.

Just in case your district or school ever needs access to a former teacher’s past gradebooks, instead of deleting the teacher, we suggest removing the teacher’s email and changing the password to the account. You can even change the name of the teacher so their name will not be listed.

The following procedures are completed by either the district or school super user. Since schools separate their academic year in any number of combinations, the majority of the semester transition steps are based on the most popular two-semester year. However, there are steps included for a year-long system without semesters (Rename a Scheduling Period) and (Add a Trimester).

If your classes remain the same throughout the year, please contact technical support. You may want to rename the period to reflect that it is used for the entire school year for your teachers (for example, change Semester 10-11 to Year 2010-2011).

Always refer to the documentation available for GradeQuick Web and Easy Grade Pro when completing semester changes.

How to Add the Second Semester When Using Gradebooks

If your school uses GradeQuick or Easy Grade Pro, and there are new classes in the second semester that were not available in the first semester, do NOT upload new classes or schedules until you have correctly changed the currently active period (first step in this section).

Even if a semester is set to Hide, teachers can still access their old gradebook data from inside the gradebook itself and copy that data into their new gradebooks.

  1. Before uploading your second semester classes, set the currently active period to semester 2 by completing the following instructions:
    • From the school’s home page menu bar, select Tools, and then Manage School for the Manage School page.

      District super users will need to access each school’s website to access the Manage School page.

    • In the School Management area, click Scheduling Periods to access the Scheduling Periods page.
    • Set the new semester number in the Currently Active Period box.

    During the semester transition, the setting of the Currently Active Period controls what class links are available to everyone (parents, students, and teachers) under the Edline My Classes and Shortcuts menu. The Currently Active Period should always be set to match the semester data (classes) being uploaded. The View/Hide options in the Edit Mode box controls which semester gradebook links are available to teachers in their Tools menu. The information should not have to be reset more than once each semester. Only the super user can change this information!

  2. Upload the new (second) semester classes and schedules to Edline.

    Your district/school may use automatic tools that upload the information. If not, see the Upload School Setup Files to Edline topic.

    Whether your district uploads the users and rosters for the schools, or the school uploads the data, it is the responsibility of the school super user to set the visibility of the gradebook link for each semester.

  3. To set the viewing capabilities for the next semester gradebook links (for teachers in their Tools menu), the school’s super user must open the Scheduling Period page and complete the following instructions:
    • For the new (second) semester, select View from the Edit Mode menu.
    • For the previous (first) semester, if the second semester has started, select Hide from the Edit Mode menu for the first semester. If teachers are still finishing their first semester gradebooks, you can keep both semesters set to View, and then set the semester no longer used to Hide later.
  4. Your teachers can now work in their gradebooks for the second semester.

How to Add a Trimester When Using Gradebooks

  1. If your district or school uses trimesters, as the super user you can add additional scheduling periods.
  2. From the school’s home page menu bar, select Tools, and then Manage School for the Manage School page.
  3. In the School Management area, click Scheduling Periods to access the Scheduling Periods page.
  4. Click Add Trimester Period to add an additional scheduling period to the list of currently active periods.
  5. Set the new trimester number in the Currently Active Period box.

    During the trimester transition, the setting of the Currently Active Period controls what class links are available to everyone (parents, students, and teachers) under the Edline My Classes and Shortcuts menu. The Currently Active Period should always be set to match the trimester data (classes) being uploaded. The View/Hide options in the Scheduling Period controls which trimester gradebook links are available to teachers. The information should not have to be reset more than once each trimester. Only the super user can change this information!

  6. Upload the new trimester classes and schedules to Edline.

    Your district/school may use automatic tools that upload the information. If not, see Upload School Setup Files to Edline.

    Whether your district uploads the users and rosters for the schools, or the school uploads the data, it is the responsibility of the school super user to set the visibility of the gradebook link for each semester.

  7. To set the viewing capabilities for the first, second, and third gradebook links (for teachers in their Tools menu), the school’s super user must open the Scheduling Period page and complete the following instructions:
    • For the new trimester, select View from the Edit Mode menu.
    • For the previous trimesters, if the new trimester has started, select Hide from the Edit Mode menu for the previous semesters. If teachers are still finishing their previous trimester gradebooks, you can keep both trimesters set to View, and then set the semester no longer used to Hide later.

      Even if a trimester is set to Hide, teachers can still access their old gradebook data from inside the gradebook itself and copy that data into their new gradebooks.

  8. Your teachers can now work in their gradebooks for the new trimester.

How to Reuse Old Semester Documents in New Semester Classes

Your teachers can reuse any information from their previous semesters and previous year’s classes. Using their Old Class Materials feature, they can copy the old material to their new semester classes. Have your teachers follow the Reuse Old Content procedure.

To copy information (such as gradebook settings) from a previous semester gradebook to a new one, please contact your gradebook support department for further assistance.

How to Rename a Scheduling Period When Using Gradebooks

Your school can change the name of any scheduling period. The school super user can rename the currently active period from Semester 1 (Actual Year) to School Year (Actual Year). The super user can also rename a scheduling period for schools that use trimester periods, or for any other purpose necessary.

  1. From the school’s homepage menu bar, select Tools, and then Manage School to access the Manage School page.
  2. In the School Management area, click Scheduling Periods to access the Scheduling Periods page.
  3. Type in the Long Description names for the school year. These names will be listed in the Edline gradebook links for your teachers to see. This description will help them determine which gradebook they should open.
  4. Click Save to update the changes.