Gradebook Class Setup in Aspen 1. Click the Gradebook tab and choose the class you need to setup. 2. Click the Details side-tab. The details for that class appear. 3. In the Course Nickname field, the default is the course and section number. You can rename or leave as is. 4. Choose the Average mode from the drop-down. You can get more information about the different types of Average Modes on the Aspen Teacher Resource page. Averages Grade Scale – Select the appropriate grade scale. Failure to do this will result in grades not appearing on student’s report cards. • K-2 Classes: Elementary ESN Scale • 3-5 Classes: Elementary School Scale • All Elementary Work Habits: Elementary ESN Scale • All Elementary Behavior: Elementary School Scale • Middle School: Middle School Scale • High School: High School Scale 5. Check the box for Portal Notes if you want to make a note about the class that appears on the Family Portal. Many teachers put a brief class description or the grading policy here. Page of 1 10 2 3 1 4 5
2021-2022 Gradebook SetupGradebook Class Setup in Aspen 1. Click
the Gradebook tab and choose the class you need to setup.
2. Click the Details side-tab. The details for that class
3. In the Course Nickname field, the default is the course and
section number. You can rename or leave as is.
4. Choose the Average mode from the drop-down. You can get more
information about the different types of Average Modes on the Aspen
Teacher Resource page.
Averages Grade Scale – Select the appropriate grade scale. Failure
to do this will result in grades not appearing on student’s report
• K-2 Classes: Elementary ESN Scale • 3-5 Classes: Elementary
School Scale • All Elementary Work Habits: Elementary ESN Scale •
All Elementary Behavior: Elementary School Scale • Middle School:
Middle School Scale • High School: High School Scale
5. Check the box for Portal Notes if you want to make a note about
the class that appears on the Family Portal. Many teachers put a
brief class description or the grading policy here.
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Linking Courses (Optional, but this should always be first!)
Linking Courses allows you enter Assignments in one class and have
them appear in the linked classes automatically. Note: LINKING
CLASSES SHOULD BE DONE FIRST! This is not a requirement, but
waiting until after assignments or categories have been entered
could cause problems. REMEMBER TO SAVE!
To link a section to another section, click Select… Choose the
sections you want to link to the current one and click OK. The
sections appear on the page. Name the group of linked classes (You
can choose any name, example “Semester 1 Bio Classes”). Do not link
sections from different terms because students receive assignment
IMPORTANT! CLASS DETAIL OPTIONS
1. Click Add to add a Category.
2. Code - Enter the Code that you want to use to identify this
category - Shorter is better, as the field is limited. Examples:
HW-Homework; QZ- Quizzes; TST-Test; DL-Daily Work; EOC-End of
Course Test. Description - You can enter a larger amount of text
that describes the category in the Description box. Weight – This
is the Percent of the grade that you want this category to count in
the total for the student.
At the bottom of the class details page there are three blue bars
Click on the Expand All link to open the set-up components.
Drop Mode (Optional)
In the Drop mode box, do one of the following to determine if you
want to drop the lowest scores for this class • Select Do not drop
scores if you do not want the system to drop any scores for this
class. • Select Drop lowest overall score if you want the system to
drop the lowest score(s) for a
term. • If you select Drop lowest score by category, you MUST
create categories first.
Choose this if you want to determine how many scores to drop each
term by category. For example, you might drop the lowest homework
scores each term. To do so, type the number 1 in the # to drop
column for each category, for each term. You must already have
Categories entered to do this.
Note: On the Scores page, the system will indicate dropped grades
with a down arrow symbol.
IMPORTANT STEP! Once you have created your categories, click on the
category code in blue.
A window will open to allow you to set the defaults for all
assignments entered in the category.
Make sure the visibility is set to PUBLIC.
The Total of all your Categories should equal 100. There is now a
bar that displays a graph as you add categories. REMEMBER TO
You must create categories prior to adding assignments. There are
two types of Assignments – Graded and Ungraded.
Graded assignments - Graded assignments appear on the Scores page
for you to enter information. They also appear in the Student and
Family portals. Graded assignments might be tests, quizzes,
homework, papers, etc.
Ungraded assignments - Ungraded assignments do not appear on the
Scores page but they have due dates. Ungraded assignments might
include reading or other activities you want students to be aware
of, but they will not earn a grade or score. Tip: You can also copy
assignments from another class, or IMPORT from a previous
There are three ways to create assignments:
1. Click the Gradebook tab. Click the Assignments side-tab. On the
Options menu, click Add Assignment; or
2. Click the Scores side-tab. In the top yellow header box, click
Add Assignment; or
3. Click the Calendar tab. On the calendar, find and click in the
date you want to assign the assignment. Select the type of
assignment you want to create.(Graded or Ungraded)
The new assignment page will then appear:
Category- Choose the category that this assignment is tied
GB column name – Enter the short name that will appear in the
heading of the scores tab when you enter grades.
Assignment name – This is the Long name you want to display for
Date assigned and Date Due – Enter the appropriate dates.
Total Points – This field only appears if you calculate averages by
Weight - This field only appears if you calculate averages using
category and assignment weights.
Online Submission- Enter dates here if you are going to allow
students to submit assignments online. You will receive these files
on the Scores page.
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Extra Credit Points – Enter the number of extra credit points that
are possible on this assignment. You only have to enter a value
here if you are going to allow extra credit points for this
assignment. Note: Aspen will not allow a grade that is higher than
the value you entered in the Total Points field unless you have
entered something in this field. For example; you have a 100 point
assignment but you are going to provide two extra credit points at
the end. You would enter 100 in Total Points and 2 in the Extra
credit points field.
Entire Assignment is Extra Credit – You would ONLY check this box
if the whole assignment is extra credit.
Sequence number – Feature to order assignments differently that the
“by date” default.
Score not droppable – Select this checkbox IF you have set the
category this assignment is attached to allow the lowest grade to
be dropped, BUT want to exclude this assignment from that rule. In
other words, this grade is going to count.
Visibility Type – All assignments should be marked as PUBLIC!
Choosing any other value will cause averages to be displayed
incorrectly in the Family/Student Portals.
Entry Mode – Choose whether your grade will be Alpha only, Numeric
Only, or Both. This will auto- populate IF you set up categories
Grade Scale - Choose a grade scale this assignment is connected
Grade Term – Choose the Grade Term for this assignment.
Recurring Options – Choose how you want assignments to repeat, IF
this is a recurring assignment. This is a great timesaver for
assignments that repeat throughout the Term. Example: Weekly
Spelling Tests, Weekly Behavior grades, etc.
Daily - enter the start and end dates and in the Frequency field,
enter how often you want the assignment to repeat. Weekly – Enter
the start and End Dates and then choose the day of the week you
want the assignment to repeat. Monthly – Enter the Start and End
Date and which day of the month you want the assignment to
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After you choose the category, this section will auto-populate IF
you set up Category Details! (page 3)
Note: If this section is linked to other classes, you can also
recur this assignment for the linked classes. To recur this
assignment, you must define the schedule before you click Save for
a new assignment. Subsequent edits you make to any assignment or
recurring schedule for the assignment apply to the class you are
working in only; the system does not copy edits to assignments to
other linked classes.
Also add this assignment to linked classes – Check this box if you
want to add this assignment to your other linked classes. (This
will only appear when you have linked classes)
To add an assignment from the Assignment side tab, make sure to
scroll all the way down to specify the correct sections.
To add the assignment from the Calendar view, click on the
magnifying glass to specify the correct sections.
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Creating Individualized Assignments
Assignments can be assigned to specific students in Aspen. This is
a great feature for teachers that want to individualize
instruction. The assignment will not be seen by students/parents in
the Family portal or used for calculation unless it is assigned to
Click on the Students tab in the assignment set-up box. Use the
Include/Exclude buttons to choose the students that will receive
Entering Grades in Gradebook
To begin entering grades, click on the Scores side tab and enter
student grades in the appropriate column.
Blanks do NOT count as zeros. You will have to enter a zero for it
to count or use one of the Special codes that you can create as
explained in the steps below.
If you would like to mark a grade so it does NOT count against a
student, highlight the grade, then go to Options, and choose Exempt
Have you ever wanted to make a note on a grade in your gradebook
that the Parent can see in their portal? It is very easy.
After entering the grade value, click the note icon:
The Assignment Feedback box will appear:
Assignment Feedback - the top area WILL BE seen by students and
parents in the Family Portal. This is a useful way to communicate
information regarding how the student did on an individual
assignment. The only place this information will display is in the
Portal. It will NOT print on any report.
Teacher’s Notes - The bottom area is for personal notes seen by the
teacher only. Do NOT confuse the two areas.
Click OK when finished. The completed note symbol will appear by
any grade in the gradebook that has feedback or notes
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They can compare what is in the portal with the average in their
gradebook by clicking on the icon at the top of the current average
It will display the Portal View in a column right next to it. If
the averages are different, they know they have an assignment
marked private somewhere.
**To identify Public assignments, look for the icon in the
assignment header (see below).
A grade marked Private is not visible to anyone but the teacher.
The grade that is Private will not be included in the average that
others see, but will be calculated in the average the teacher sees,
therefore it causes the average that the teacher sees to be
different than what the parent and students see. Below are
instructions to compare the average that the parent sees to what
the teacher sees.
Assignments: Public vs. Private
Public (green icon) - Scores are viewable and included in the
Private (red icon) - Scores are not viewable or calculated in the
portal average. They are calculated in the teacher gradebook.
Scores Private, Assignment Header Public (blue icon) - Scores are
not viewable or calculated in the portal average. They are
calculated in the teacher gradebook. The assignment header (title)
is viewable in the portal.
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Using Special Codes in the Gradebook
A teacher can assign a special code to a score field in the
gradebook instead of a value. These special codes can designate
certain meanings; such as Exempt, Missing, Absent, Field Trip, etc.
Please follow the directions below to create a “special codes”
library for your gradebook.
1. Choose Tools top tab, Special Codes side tab.
2. Select Options > Add
3. Enter the code that you will use in the gradebook. Remember,
there are already letters being used in the gradebook. (A, B, C, D,
F, U, E, S, N) You cannot use these for codes. You can combine
codes (ex. AB).
4. Choose how the code will behave in the gradebook.
5. Check the box if you want the score to be reported as a missing
grade in the missing column.
6. Click in the color box to color-code the entry.
7. Click SAVE. To add another, make sure you go to Options >
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