Publishing Report Cards and Progress Reports

Overview

Publishing report cards and progress reports is a major touchpoint schools have with families. It is typically the last step taken after grading-period grades have been posted, reviewed, and locked. Read more about those steps, including a suggested end-of-grading-period timeline. This article covers how to publish report cards and progress reports to the Parent and Student Portals.

Review Portal Publishing Options in Grade Level Query

Progress reports and report cards must be enabled for each desired grade level. This typically only needs to be reviewed once when a school implements Veracross, but can be updated as needed and is a good place to check if report cards or progress reports are not publishing as desired. To enable progress reports and report cards by grade level:

  1. Navigate to the System homepage.
  2. In the middle Configuration section under General, click the Grade Levels query.
  3. Check the “Enable Portal Progress Reports” and “Enable Portal Report Cards” flag for the desired level(s) and click Update.

Since these are toggles, progress reports and report cards can be disabled by unchecking either option.

To Publish Report Cards and Progress Reports

The basic step to publish report cards or progress reports to the Parent and Student Portals for a given grading period is:

  1. Navigate to the System homepage.
  2. In the middle Configuration section under Scheduling, click the Grading Periods query.
  3. Check the “Publish Report Cards” flag for the desired grading period and click Update.

Once checked, the next time a parent or student logs into their portal, they will see a link for the appropriate report card or progress report. Since it is simply a toggle, report cards can be “unpublished” by unchecking “Publish Report Cards” and clicking Update. Note that the Axiom interface refers here to “report cards,” but it applies to progress reports as well.

To Publish Selectively

Checking the “Publish Report Cards” flag on the Grading Periods query publishes report cards to the Parent and Student Portals. There are two options to publish report cards and progress reports selectively.

To Publish By Grade Level

Use the Grade Levels query (see above) to enable or disable certain grade levels. This is typically done once as a matter of overall system configuration, but could be used on an ad hocbasis as well. For instance, to publish 12th grade report cards early, uncheck all of the non-12th-grade levels for “Publish Report Cards,” which will only publish (display) the 12th grade report cards on the portals when the “Publish Report Cards” flag is checked in the Grading Periods query.

To Exclude Individual Report Cards From the Portals

Individual report cards (or progress reports) can be hidden from the portals. This can be useful on an ad hoc basis to hide certain students’ report cards whose grades may not be finalized, and could also be used in batch to exclude a group of students that doesn’t align with grade levels. Note that completing this process excludes all grading periods — there is currently no way to exclude individual grading periods. To exclude individual report cards from the portals:

  1. Navigate to the System homepage.
  2. In theGeneral section in the left column, click the Find Report Cards query.
  3. In the query design:
    • Add the “Exclude From Portals” field.
    • Apply other criteria as desired (e.g., grade level, name) to achieve the desired results.
  4. Run the query.
  5. Update the “Exclude From Portals” field for the desired students either manually or in batch:
    • To manually exclude certain students’ report cards, check the “Exclude From Portals” field and then click Update.
      or
    • Batch update the “Exclude From Portals” field. Read more about batch updating.

After completing this process, the report cards or progress reports for the specified students are hidden from the portals, thus remaining “unpublished” from the perspective of parents and students. To show those report cards, re-run the query and manually uncheck or batch update the “Exclude From Portals” field to “No.”

Tip: To quickly show all report cards or progress reports that have been hidden, apply the “Yes” criteria to the “Exclude From Portals” to batch update them all to “No.”

Troubleshooting Report Card Publishing

Be sure to hide the report cards during the times when grades and classes are still being worked on, or else you risk information being available to people before it is ready. You can read more about hiding information in the portals here.

If report cards or progress reports do not display in the Parent/Student Portal as expected, check the following:

  1. Has the “Publish Report Cards” flag for the desired grading period been checked in the Grading Periods query?
  2. Have the correct grade levels been specified in the Grade Levels query?
  3. Have the students’ report cards are been excluded from portals in a Find Report Cards query?

Examples of Different Publishing Scenarios

To simply publish all report cards or progress reports:

  1. Check the “Publish Report Cards” flag in the Grading Periods query for the desired grading period.

To publish only certain grade levels (e.g., 8th or 12th grade) report cards early:

  1. Uncheck “Enable Portal Report Cards” for all grades in the Grade Levels query except 8th or 12th grade, i.e., so only the desired grade level remains checked.
  2. Check the “Publish Report Cards” flag in the Grading Periods query for the desired grading period.

To publish all report cards, excluding particular students who still have outstanding work:

  1. Check “Exclude From Portals” in a Find Report Cards query for any students whose report cards or progress reports should be withheld.
  2. Check the “Publish Report Cards” flag in the Grading Periods query for the desired grading period.
  3. When the excluded report cards are ready to be published, update the “Exclude From Portals” flag to “No.”

To publish a customized list of report cards or progress reports:

  1. Apply a combination of grade-level-based publishing using the “Enable Portal Report Cards / Progress Reports” fields on the Grade Levels query and the “Exclude From Portals” flag in the Find Report Cards query.
  2. Check the “Publish Report Cards” flag in the Grading Periods query for the desired grading period.
  3. Review unpublished report cards and progress reports as needed using the Grade Levels and Find Report Cards queries.