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Admin Training Workbook 101 Notes to accompany the training
Revised 10/09/2014
Thank you for choosing Gradelink. Our STAR Implementation division makes getting started with Gradelink enjoyable. Contact us if you have any questions or concerns.
Tom Donlon Administrative Training & Curriculum Development
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Logging in
It all starts here. From www.gradelink.com click the green “Log In” button.
Your school will provide you with a new account. You will need the following to login: School ID: ________________ Username: ________________ Password: ________________ If you forget your school ID, just type in the name of your school into the School ID window to locate your school.
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Staff Tab
Different types of Accounts for different types of folks
Admin (full) accounts have ________ access Admin (limited) accounts have access to _________________ Teacher accounts have access to ________________________ No Access accounts have access to ______________________ and the purpose of their account is for ______________________
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Staff / Usernames and Passwords
What’s the best internet security? Keep your password to yourself. Manual: https://help.gradelink.com/?p=1236
Usernames can be ________ length and use ___________ or numbers. Passwords must be:
1. At least _____ characters long
2. Have 3 out of the four character types: a. UPPER CASE LETTERS b. lower case letter c. __________ d. $pec!a1 Ch^racters
To unlock a teacher’s account _________________________________________________ To change a teacher’s password _____________________ ________________________________________________
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Staff Tab / Extras
We recommend 2 or more Full Admin accounts Manual: https://help.gradelink.com/?p=1236
You can have an unlimited number of Admin accounts (Super Users). We recommend having a minimum of two. Full Admin Account #1_____________________________ Full Admin Account #2 _____________________________
Making full use of Email Blasting! Adding a teacher’s email address (on the Staff page) is required to make full use of email blasting via the Communicate tab.
Admins can be BCC’d on all outbound email from staff by selecting, Receive copy of all Communicate Email from the Notifications area.
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Student Accounts
How to unlock accounts / change passwords. Select a student then click either “lock” or “password” on the Main > Demographics tab.
Printing log-in information
1. Click View / Export then for ___________ log-in info. 2. Select a student then click for _________ log-in info.
Connecting Families Read more: https://help.gradelink.com/?p=5654
Add a new family by ___________________________
Add a student to an existing family by ______________
Note: Emergency Contacts _________________ sync between students.
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Student Accounts / Admissions
Student Status for Admissions Dept Manual: https://help.gradelink.com/?p=5654 How can a parent sign up for a tour of your school? Answer: https://help.gradelink.com/?p=5889
How to Add a New Student
Click the Students tab and click (If you are using EnrollMe this will be automated)
How to mark student enrollment status (If you are using EnrollMe, new and returning students will be updated for you) The admissions department should manually mark each students’ enrollment status as follows:
● Active: A student currently enrolled who has not completed re-enrollment paperwork.
● Inactive: ___________________________________ ● Alumni: ___________________________________ ● Newly enrolled: A new student who has never been to
the school before and is started for the first time. ● _________________: A student who has completed
paperwork needed to return to school for next year. When the next school year starts, their Status will get flipped back to “Active”.
What do I do when students leave? 1. You can promote and inactivate alumni at the same
time. Click the Students tab, then the Admin sub tab, then _____________________________________.
2. A student who left or never started should be marked
________________ note ________________.
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Student Accounts / Last Notes
Help is a click away! You will probably have more questions as you explore. Click the “Help” button to find additional resources!
Customize drop down menus on the Student tab! Save time and run better reports by customizing your menus.
You can customize any of the drop-down menus on the Students and Financial tabs by clicking the Students tab / Admin sub tab / Coding.
View/Export is your friend Run custom reports on your student records from the View/Export tab. Learn more: https://help.gradelink.com/?p=7352
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Students / Counseling Manual: https://help.gradelink.com/?p=7968
What can the Counseling tab be used for? A. Recording infractions B. Daily behavior log C. Academic Counseling
Who can add/edit records and run reports ? A. Admins B. Teachers C. Admins and Teachers (teachers can look at their
students only)
Who can customize the drop down menus? A. No one B. Admins via the Students/Admin/Coding menu C. Each teacher makes up their own
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Students / Medical Manual: https://help.gradelink.com/?p=7960
What can the Medical tab be used for? A. Immunizations B. Exams/Screenings C. Medical History
Who can add/edit records and run reports ? A. Admins B. Teachers C. Admins can add/edit D. Teachers can see Medical History for their
students only.
Who can customize the drop-down menus? A. No one B. Admins via the Students/Admin/Coding menu C. Each teacher makes up their own
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Classes
Adding a new Class Class Title: In-house name Report Title: Report Card name Teacher: The primary teacher Secondary Teacher(s): Use to share access to the class with Aids or team-teachers
Permanent records are created when a class is Concluded
1. Teachers can conclude ___________
classes by clicking . 2. Admins can _______________ conclude
a class by selecting a class on the Classes tab
and pressing 3. Admins can conclude ________ classes in a term by
selecting a term on the Terms tab and pressing Teachers can not edit concluded classes unless an admin selects the class from the
Classes tab and presses
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Terms
Semesters, Trimesters and Quarters, Oh My! Manual: https://help.gradelink.com/?p=8722
The Active term is the present term and it shows up in Green on the Terms tab. To Activate a term, select the term from the Terms tab
and click .
If multiple terms are active, teachers see classes* (that are not concluded) for all the active terms. *Classes typically refers to gradebooks, attendance, comments, behavior, etc.
Students and parents see classes they are taking in the latest active term.
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Starting a New Term Manual: https://help.gradelink.com/?p=8722
Fill out the form on the Terms Tab and click Term Title is the ________________ title unless Semesters are setup.
Report Title appears on the ______________________
Classes should be copied ________________ before the next term begins. When copying classes to the next term, the option should be used ____________________________.
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Populate Classes (Scheduling) Manual: https://help.gradelink.com/?p=336
To add students to a class
Select a class from the top drop-down menu
Not the dropdown menu on the left
Select students from the left
Click . For teachers who teach an entire grade level you can use the checkbox “Add / Remove students to all classes taught by (teacher’s name).
Gradelink will warn you of these two scheduling conflicts 1. A student is populated in a class with the same ____________________ 2. A student is populated in a class that meets during the same ____________________________
You can adjust your scheduling conflict at Settings > General Sub tab
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Attendance
Roll Call Manual: https://help.gradelink.com/?p=11383
How to take attendance Click the Attendance tab, then click Add Attendance.
Edit attendance for a past date Click the date picker in the top left
Take attendance using different attendance rosters Use the drop-down menu at the top middle of your screen to select a different class or roster.
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Administrator Reports
Now we’re talk’n!
How to run a report card Manual: https://help.gradelink.com/?p=11478
1. Click Admin Reports then click the Report Card in the first column near your mouse
2. Select the Quarters/Trimesters you want to show on the report card
3. Choose ‘preview mode‘ if the classes are not yet concluded. If all the classes are concluded then use ‘Normal’ mode.
4. Select the students 1) for an Individual Report 2) by Class 3) by Grade Level.
5. Select the Report Profile you want to use. If you didn’t set up any Report Profiles, you will have one called “General”.
6. Click Submit.
How to run a progress report Manual: https://help.gradelink.com/?p=3074
1. Click Administrator Reports then click Progress Report
2. Select the “Term” (Usually this will be selected for you but if you have more than one “Active Term” you will need to select one). Enter a title for the report.
3. Select the Report Profile you want to use. If you didn’t set up any Report Profiles you will have one called “General”.
4. Click Submit.
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Settings Tab
Choose information different users can see, lockdown Gradelink … lots of nice things. Manual: https://help.gradelink.com/?p=8715
The Settings tab lets you set what teachers and families see when they are online. It also lets you set other things such as your school profile and calendar.
The Students/Parents sub tab lets you adjust what students and parents see. The Teachers sub tab lets you adjust what teachers see. The General sub tab lets you adjust school-wide settings.
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Communicate Tab / Email blasting
Emails are received in the recipient's inbox of your choice! Manual: https://help.gradelink.com/?p=11099 Use Communicate to send emails individually by either:
● Hand-picking the individuals ● Selecting a group and excluding individuals
Use Communicate to send emails to Groups by selecting:
● Students/Parents ● Faculty ● The whole school ● Students, based on enrollment status ● Students in a specific grade level ● Students taking a specific course
How do I send email to a specific group of individuals? Answer: https://help.gradelink.com/?p=11099#CustomEmail
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