Classes and Grading Configuration FAQ

Does changing a scale used on a rubric criteria record affect historical report cards?

After a number of years, you may decide that you want to adjust the scale used on your rubric criteria. The question, however, is whether this will affect all the past grades entered using that rubric criteria. Yes — changing the scale affects any grade that used the criteria, regardless of the year. 

The posted proficiency level remains the same, but the scale values change and affect how a grade is translated by the rubric. The posted proficiency level is always the abbreviation from the scale; if report cards are looking at the abbreviation as a reference, they would likely change.

If you wish to keep prior scales intact, you should create an entire new rubric scale as well as rubric criteria and obsolete the old scales and criteria used. This process should be done in conjunction with Veracross, so you should generate a ticket to facilitate this transition.

When does the system change a class's status from Future to Active?

It can be hard to remember exactly when a class's status changes from "Future" to "Active", especially since it could potentially happen at two different times.

The Status field on a class record. The "Future" status indicates that it is not in the first grading period and the start date has not yet passed.

If the class is in the first grading period of an academic year...

  • ...the Status is changed from "Future" to "Active" when the "Start School Year" procedure is run.

If the class is NOT in the first grading period of an academic year...

  • ...the status is changed from "Future" to "Active" when the class's start date is reached.

When does an active class become closed?

Occasionally, a class you don't think should be marked as closed automaticallyhas its Status changed from "Active" to "Closed" during Veracross's nightly scripts, and it may be difficult to determine why.

In the "Ends" date on a class record is in the past, the nightly scripts will automatically update the class's status from "Active" to "Closed".

The reason why the system may switch classes from "Active" to "Completed" automatically during the nightly scripts is because the "Ends" date field on the General tab is set for a date that has already passed. This field is mirrored by the End Date field on the Schedule tab of a class record.

To prevent this from happening, be sure that the Start Date and End Date fields (or Starts and Ends fields) for a class are set properly for dates in the future that won't trigger this response from the nightly scripts.

How do I remove qualitative criteria from a report card?

Qualitative criteria show on the report card due to a combination of the following factors:

  • the current qualitative grading configuration of the course
  • the existence of grade records

If you are experiencing issues with qualitative criteria appearing when they shouldn't, check both factors indicated above.

Qualitative Grading tab of the Course record

First, navigate to the Qualitative Grading tab on the relevent course record (accessible via the Course List query) and check to see if there is an active configuration linking the criterion to the course for the grading period in question (located on the Active tab as opposed to the Archived tab).

For the sake of historical records, we include all criteria that are associated with the course on this tab, even archived ones. To switch back and forth between "Active" and "Archived" criteria, use the relevent tabs at the top of the grid. If the criterion has been used for this course in the past, it is important that the configuration not be removed. Instead, the criterion itself should be archived.

If the criterion should not be archived because it is also associated with other courses still in use — you must create new, separate criteria and associate them with the other courses. Learn about setting up qualitatives here.

If the criterion is not listed or is archived — this configuration is not contributing to the appearance of the criterion on the report card, and you should review the grade records

Grade Records

Occasionally, when configurations are changed or criteria are archived, grade records have already been created and are not deleted. This often causes the criterion to show up on documents even though it is not otherwise configured to.

To find qualitative grade records that may exist and shouldn't, perform the following steps:

  1. Beginning from the Find Qualitative Grades query on the System homepage select the applicable:
    • criterion
    • class
    • grading period
    • school year (if other than the current year)
  2.  If any grade records appear, as long as they do not contain any grade information (e.g. proficiency level, comments) and are not locked, you can batch delete them directly from the action menu.
    Be advised that batch deletion cannot be undone so make sure that the applicable criteria should be deleted before doing so.

How do I add/update the department chair?

In Veracross, department chairs are stored on the department record. To add or update the chairperson of a department, follow the steps below.

The Chair Person ID field on the Upper School department record.

  1. Find and make note of the Person ID for the person to be added as the department chair.
    • You can find this through a Find Person query by entering their Full Name (Last Name, First Name), and the value is in the Person ID column in the query result screen.
  2.  Navigate to the System homepage and click the Departments link.
  3. In the query results, click into the department to be updated by clicking on the corresponding Description.
  4. Enter the Person ID in the Chair Person ID field on the General tab.
  5. Click Update.

Can a class begin later than the first day of the grading period?

By default, classes cannot start any later than the start of a grading period because the nightly scripts check and see if a class's start date does not line up with a grading period and adjusts it automatically. Nightly scripts update the begin and end date fields if the field is blank or if the date in either of the fields is set to within 7 days of the grading period begin/end date. This only occurs for classes in the Active School Year.

You have the option of disabling this portion of the nightly scripts, but it is important to consider that this will disable this data grooming for ALL classes, so you should be extra careful when setting class start dates in the future.

To request that the portion of the nightly scripts that governs this is disabled, please open a ticket with Veracross Support.

If Refresh Cohort Days is triggered, would this wipe out any manually-added student-specific overrides on particular days?

Yes, unless a person cohort day record with an override value is locked, the data will be reset when the Refresh Cohort Days process is run.

How long will a student appear in the faculty gradebook after withdrawn from a class?

Withdrawn students remain in a teacher’s gradebook for ten (10) days after their withdrawal date. This allows the teacher time to input any outstanding assignment grades before they disappear. After the 10 day period, the student automatically disappears from the gradebook. After that time, any additional changes to that student’s assignments must be made from Axiom.

Why can't I see the Primary Score on the Test Scores tab of a student record?

The Primary Score flag must be enabled on the standardized test score detail record type. To check and see if it is enabled on the standardized test score detail record, perform the following steps:

The Standardized Test Score Type query.

  1. Navigate to the System homepage and click on the Standardized Test Score Types query.
  2. Check to see if the "Enabled" column is checked. If it isn't, check it and click Update Records
  3. If you do not see the test score type you are looking for, you'll likely need to add it yourself. Instructions on how to do this can be found in documentation.

Can we use Class > Notes for internal notes, or will those show up anywhere outside of Axiom?

They will not show up anywhere outside of Axiom, you can use these for internal notes.

The "Notes" field on class records does not display anywhere in portals. You can use it for internal notes. 

Can teachers copy assignment weighting across all of their classes?

No, weighting must be entered manually on each individual class. To learn more about assignment weighting, we suggest you read documentation on this topic here:

If there are AP students in the same class as standard level students, can we calculate their GPAs differently?

Sometimes, students can "opt in" to take the class at a higher level, such as AP, while still being in a class with other students who are taking the class at a standard level. Through the “Enrollment Level” field on the students' Class Enrollment records, different students can take the same class for different levels of credit.

The "Enrollment Level" value can be adjusted on the General tab of a student's Class Enrollment record.

These levels can also be taken into account when calculating GPAs. For example, the appropriate "bumps" can be applied to the GPA based on the student's enrollment level. To set this up, a custom GPA is required. Please submit a ticket through Veracross Support if you would like to add additional enrollment levels and GPAs.

How many school levels can a single school database have?

The maximum number of School_Levels that the database can accommodate is 4.  A School_Level could be "Preschool", "Lower School", "Middle School", and "Upper School".

Do schools have the ability to add enrollment levels?

No, Enrollment Levels must be created by Veracross engineering. If you want to create a new enrollment level, please submit a ticket through the client support portal.

What's the difference between the different types of grading periods?

The different types of grading periods are different in fundamental ways that are important to understand to see how all the different grading periods contribute toward a single school year.

  • Minor Grading Periods are typically the reporting periods (i.e., the points of the year when teachers enter grades and comments separately from their day-to-day gradebook) and those results are reported to parents via report cards.
    •  Common example: the quarters in a four-quarter year
  • Major Grading Periods are calculated based on minor grading periods.
    •  Common example: semesters in a four quarter/two semester year
  • Mid-Periods are grading periods that are neither major nor minor and are used to generate “snapshots” of grades at a particular moment, but are not factored into the final grade.
    • Common example: a mid-quarter or mid-semester progress report that is sent home

How do I add a new rotation?

You may decide to create a new rotation at some point; when this happens, please submit a ticket through the client support portal to your account manager since only Veracross Engineering can add new rotation records and you'll want to discuss the uses of the new rotation with your account manager.

When submitting the ticket, please try to include as much of the following information as possible ahead of time so you can receive a faster resolution to this project:

  • Name of the rotation
    • this appears as the Description in the Rotations query
  • Number of Days
    • how many unique days are within the rotation 
  • What each day is named
    • each day should be unique and descriptive to reduce confusion
  • Abbreviation for the days of the rotation
    • this appears at the value in the abbreviation column next to each day on the rotation record 
    • this field has a 8 character maximum
  • Does this rotation skip no school days?
    • For example: if you cancel Blue Wednesday with a no school group event, is the next day:
      • Blue Thursday?
      • Blue Wednesday?

What's the best way to go about changing the rubric criteria for our courses?

When adjusting rubric criteria for courses, it is important that you follow the correct steps to preserve historic data and set up your new rubric criteria properly.

Prior to beginning this process, it is important to understand that you should not delete the actual rubric criteria records because these are tied to historical records and would also delete them from any historical report cards.

Follow these steps to set up new rubric criteria:

  1. Navigate to the course record and remove the criteria from the Qualitative Grading tab by clicking the red X next to each criteria.
    • Deleting the criteria from here does not delete the actual rubric criteria record but instead deletes the connection between the course and the criteria.
  2. If you are making these updates in the middle of the year, delete the grade records that have already been generated for the criteria that you are removing.
  3. Once the old criteria are removed from the courses, create the new rubric criteria via the+Add menu on the System homepage.
  4. Add the new criteria to the course records using the Add Record... button on the Qualitative Grading tab or using the Qualitative Configuration Tool.
  5. Run the Create Missing Grade Records procedure on the System homepage to generate new grade records for the new criteria.

Do the "Comments" fields on grade records have a character limit?

No, there is no character limit on "Comments" boxes like the one in the Faculty portal below.

How do we grant substitute teachers class permissions for the day?

This functionality applies to the Employment module. If you do not have the Employment module, to add a substitute teacher to a class so they have access to the class in the portal, you need to add the substitute teacher to the “Permissions” tab of the class record, then remove the permission when they are done.

Navigate to the faculty member's attendance detail record for the date that they will be out. (Run a Find Staff/Faculty Master Attendance query to do so). On this record, turn on the Substitute Required flag and add the substitute teacher's name to the Substitute field if they will be covering for all of the teacher's classes that day. If it's only a couple of classes, select a substitute in the input grid and then click Update.

How can I review curriculum comments?

The Curriculum Comment Review query shows all curriculum comment records where "Allow Reviews" is enabled.

Since Curriculum Comments are not associated with individual students and are — instead — associated with classes as a whole, the review process is different for curriculum comments than for student comments. While there's not a way to assign specific reviewers to specific curriculum comments, there's a Curriculum Comment Review query that is accessible via the left column of the Grade & Comment Review homepage that provides a list of all curriculum comment records for all courses where "Allow Reviews" is enabled.

Note: There is no mechanism in Axiom for providing feedback for curriculum comments. The reviewer would need to communicate to the teacher or edit the comments themselves.

How do I use batch updating to show that all comments are ready for review?

You can use the Find Grade Review Records query on the Grade & Comment Review homepage to batch update the field "Review Status". To mark them as ready to review, perform the following steps:

  1. Begin from the Grande & Comment review homepage and click on the blue box in the upper-left corner of the screen titled "Find Reviews".
  2. Navigate to the query design screen and apply the criteria you'd like to filter the query results down to the records you want to update and run the query.
  3. Click on the Action menu and run the Batch Update Records procedure from the query results screen
  4. Select the "Review Status" field and set the status as "Ready to Review".
  5. Click the "Update Records" button.

Why is the new class I created missing scheduled days?

If you just created a new class and are wondering where the class's scheduled days are, scheduled day records are generated automatically in the nightly scripts, so they likely havent been created yet. To manually generate these records, run the Generate Attendance for Today procedure from the Action menu on the System homepage.

Where can I see how our Honor Roll is set up in Axiom?

It is not possible to determine how honor rolls are configured within Axiom. If it has not been documented in a shared article already, start a ticket through the client support portal so engineering can share the configuration details with you.

Why isn’t a faculty/staff member included in the advisor group if they have been assigned as a primary teacher?

Once a faculty/staff member is assigned as the advisor to one or more students, they are added to the advisor group once the overnight scripts run.

You can also force group membership to update by running the Refresh Group Membership procedure from the action menu on the System homepage.

Can we add courses mid school year?

Yes, you can! To do this, you'll want to review the student class enrollments and make sure the new course won't cause any schedule conflicts (you can review this FAQ to learn how to find these conflicts).

Additionally, this documentation article explains how to transfer students between classes if you are trying to keep any grades, assignments, etc. when potentially moving students from one class to another in the new course(s).

Can curriculum comments be locked to prevent further editing in the faculty portal?

Curriculum comments are comments specific to a grading period, rubric, or rubric category that are stored on a class record. These comments cannot be locked; only student comments can be locked.

To learn more about curriculum comments and how they can be utilized, please review our documentation on the subject.

What is the difference between a transcript course and an academic course?

There are two different types of courses in Veracross — academic courses and transcript courses. It is important to understand the difference between them:

  • an academic course is a course for which classes are associated. 
    • the Course List query of academic courses can be found on the System homepage in the middle column under Academics.
  • a transcript course is created the first time grades are posted for an academic course and is what displays on the transcript document.
    • There is a Transcript Course tab on the academic course record.
    • Note that when you display current enrollments on transcripts, the transcript course will display if it is present. Otherwise, the academic course name will display until you post grades to the transcript.

Can a class be scheduled in two different rooms at the same time by adding two class schedules for the same day/block/time but different rooms?

No — a single class record cannot have two schedule records for the same day/time/block, but be assigned to two different rooms. Although an error message is not thrown when adding schedule records like this, Veracross does not support this workflow because it leads to discrepancies with the following functions, as well as others:

  • student/faculty locations
  • resource reservations
  • class conflicts
  • student schedule conflicts

If a class needs to meet in two separate rooms at the same time, Veracross recommends managing this through resource reservation functionality.

You can read more about resource reservations by reviewing our documentation on the topic at Learn Veracross.