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Blackboard Help

Edline with Easy Grade Pro

Complete the End of Year procedures when you are ready to begin the next school year. The upcoming school year information will be available during the summer.

If your school uses Easy Grade Pro Web, you must sign into Edline as the super user or Gradebook manager. Complete the following steps for the end-of-the-year procedures. Before you begin, it is important that you do NOT delete classes or teacher accounts:
Do NOT Delete Last Year’s Classes — Do not manually delete last year’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.

Step 1: Back Up Gradebooks (Blackboard Recommended Step)

To retain an electronic copy of the gradebooks for future reference, sign into Edline as a super user and launch Easy Grade Pro, selecting Template Mode when prompted. Go to SiteManager/Backup Gradebooks and follow prompts.

Edline automatically retains the last gradebook used for each Easy Grade Pro class.

Step 2: Turn Off Easy Grade Pro Web

Before you can clear any old data, and setup for any new data, you must be sure that teachers are NOT currently using Easy Grade Pro Web.

  • Sign into Edline as an Edline super user, or a Gradebook Manager.
  • From the Tools menu, select Teacher Gradebooks to access the Gradebooks page.
  • Disable Easy Grade Pro Web.
  • Click Update to save the changes.

Step 3: Make the New Year/Semester Available and Set the Currently Active Period

For more information about semesters and currently active periods, see the Complete Semester Transitions topic. Super users at the district level will need to complete these steps for each school.

  • Sign into Edline as an Edline super user.
  • From the school’s homepage menu bar in Edline, select Tools, and then Manage School for the Manage School page.
  • In the School Management area, click Scheduling Periods to access the Scheduling Periods page.
  • Click Add (next school year) Year.
    The next school year for this field will be available during the summer before the next year begins but after the last one ends.
  • Type add in the confirmation dialog.
    The next school year for this field will be available during the summer before the next year begins but after the last one ends.
  • From the School Year box, select the next school year.
  • For each semester, set the appropriate viewing capabilities by completing the following instructions:
    • For the new semester, select View from the Edit Mode menu.
    • For the previous semesters, if the new semester has started, select Hide from the Edit Mode menu for the previous semesters. If teachers are still finishing their previous semester gradebooks, you can keep both semesters set to View, and then set the semester no longer used to Hide later.
  • Set the new semester number in the Currently Active Period box.
  • Click Save to update the year and semester.

Step 4: Review Transfer Shared Options

Use SiteManager to clear any midyear transferred changes.

  • Sign into Edline as an Edline super user, or a Gradebook Manager.
  • Launch Easy Grade Pro Web for the new semester.
  • Select SiteManager/Transfer Shared Options.
  • Review the options.

See the SiteManager section of the Managing and Customizing Easy Grade Pro Web documentation for more information.

Step 5: Upload New School Year Data

Set the currently active period, and upload all the new school files.

  • From the school’s homepage menu bar in Edline, select Tools, and then Manage School for 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.
  • Click Save to update the active period.
  • Complete the instructions in the Upload School Setup Files to Edline topic.

Your district/school may use automatic tools that upload the information.

The yearly transition is a great opportunity to delete former students. To learn more, see Delete Former Students and Classes. For districts that matriculate users to other schools within the district, be sure to upload the user information for all of your schools before deleting former students

Step 6: Turn Easy Grade Pro Web on for Teachers, Print and Distribute Activation Codes for New Teachers

  • Sign into Edline as an Edline super user, or a Gradebook Manager.
  • From the Tools menu, select Teacher Gradebooks to access the Gradebooks page.
  • Select Enable for Easy Grade Pro Web.
  • Complete the instructions in the Print User Activation Codes topic.

Step 7: Inform Teachers about Old Class Materials and Rolling Over Calendar Dates

Teachers can take advantage of Edline’s archiving features by reusing old materials, including calendars. Teachers can easily rollover the calendar dates for the new school year.

Rolling over Edline calendar items does not impact Easy Grade Pro gradebook calendars.