The Academic Documents Homepage

Overview

The Academic Documents homepage.

The Academic Documents homepage is where you can manage and publish academic documents (e.g., report card and progress reports) to your parent and student portals. To access the Academic Documents homepage, should should have one of the following security roles:

• Sys_Admin1
• Academic_Document_Admin
• Academic_Document_Reader (read only)

The Active Term Section

The Active Term section appears at the top of the homepage and spotlights academic documents associated with active grading periods. The Active Term section is composed of two components.

The "Active Grading Period Documents" Component

The Active Grading Period Documents component displays a list of academic document records associated with active grading periods, sorted by the end date of the grading period (soonest end date on top). This query provides an at-a-glance overview of the current publishing counts as well as direct access to the academic document records. Read more about setting the active grading period(s).

The "Active Term Workflow Tiles" Component

The Active Term Workflow Tiles component displays result counts (and links to the underlying query) for queries that are central to the document publishing process. Details about each tile can be found below:

• Academic Documents Without Layouts: This tile displays a count of school-configurable academic documents that do not have any existing layout records. For schools using VC custom documents, this number will always be zero and this tile can be ignored. For schools using school-configurable academic documents, this tile highlights a configuration issue that they should address: academic document records tied to school-configurable documents must have a layout in order to render properly.
• Grading Periods Without Documents: This tile displays a count of active grading periods for which an academic document record does not exist. Grading Periods appearing in this query are not configured for the generation and/or publishing of an academic document. If you intend to generate and/or publish an academic document for a specific grading period, an academic document header record must exist.
• Students Without An Academic Document: This tile displays a count of students who do not have any Person Academic Document (PAD) records associated with the active grading period(s). Students appearing in this query are not configured to have an academic document generated/published for the active grading period(s). This query is built around the "Has Academic Documents?" function field - we encourage schools to build additional, more granular queries using this function field to fit their specific needs.
• Ready to Review: This tile displays a count of person academic document records that have been generated as a result of filters on an academic document header record but have not yet been committed. While it is encouraged to manage the commitment of these person academic document records directly from the academic document record ("Record Review" tab in the "Publishing Prep" section), it is also possible to commit person academic document records across multiple academic document header records via batch update. Read more about Publishing Statuses.
• Ready to Publish: This tile displays a count of person academic document records that have been generated and committed. While it is encouraged to manage the publishing of these person academic document records directly from the academic document record ("Parent Portal" and "Student Portal" tabs in the "Publishing" section), it is also possible to publish person academic document records across multiple academic document header records via batch update. Read more about Publishing.

The Single Year Reports Section

The Single Year Reports section appears in the middle of the homepage and contains items critical to the management and publishing of documents focused on single year grades data (primarily Report Cards and Progress Reports). The Single Year Reports section is composed of three subsections, organized left-to-right, representing the three stages of academic document configuration and publishing.

The "Configuration" Subsection

The Configuration subsection contains links used for the management of academic document records. Details about each link can be found below.

• Add new Academic Document: This link is used to add a new academic document header record. Once added, these records will appear in either of the next two queries, depending on the school year they are associated with.
• Current Year Academic Documents: This link provides access to a query of existing academic document header records for the current school year. The count of these records is visible in parentheses.
• All Academic Documents: This link provides access to a query of existing academic document header records for all school years.
• Categories: This link provides access to a query of existing document categories. Read more about Categories.
• Add New Category: This link is used to add a new category record. Once added, these records will appear in the Categories query and become

The "Publishing Prep" Subsection

The Publishing Prep subsection contains links used to prepare for the publishing of academic document records. These links are organized top-down to guide you through the three-step review process: verify that academic document header records are configured correctly, verify that underlying grade and attendance data exists and is accurate, and verify that documents are being rendered properly for students. Details about each link can be found below.

• Academic Documents Missing Filters: This link provides access to a query of existing academic document header records that do not have any filters configured. Filters are used to define which students an academic document should be used for, so missing filters is an indication that students may not yet have been attached to an academic document. The count of these records is visible in parentheses.
• Academic Documents With Pending Records: This link provides access to a query of existing academic document header records that are ready to be reviewed and committed. The count of these records is visible in parentheses.
• Find Report Cards: This link provides access to a query of report card records for current students. The report card record detail provides a high-level overview of data points commonly displayed on report card documents, including attendance and grades/comments.
• Find Posted Grades: This link provides access to a query of posted grade records for the current school year. 
• Find Master Attendance: This link provides access to a query of master attendance records for the current school year.
• Find Class Attendance: This link provides access to a query of class attendance records for the current school year.
• Review Posted Numeric Grade Log: This link provides access to a log of grade posting actions for the current school year. This log acts as a secondary validation that grades have been posted correctly for students for whom you want to publish academic documents.
• Find Person Academic Document:This link provides access to a query of person academic document records that are currently published or ready for publishing.

The "Publishing" Subsection

The Publishing subsection contains links used to manage and report on the publishing of academic document records. Two sets of query links exist in this subsection, one set for publishing to the parent portal and one set for publishing to the student portal. Details about each link can be found below. Read more about the publishing process.

• Ready to Review: This link provides access to a query of existing person academic document records that have been generated as a result of filters on an academic document header record but have not yet been committed.
• Ready to Publish: This link provides access to a query of existing person academic document records that have been generated and committed.
• Published: This link provides access to a query of person academic document records that have been published.
• Not Published: This link provides access to a query of person academic document records that have been generated and committed but are completely hidden from the portal.

The Multi Year Reports Section

The Multi Year Reports section appears at the bottom of the homepage and contains items related to the management of documents focused on multi year grades data (primarily Transcripts and Final Grade Summaries). The Multi Year Reports section is composed of two subsections, one for Transcripts and one for Final Grade Summaries.

The "Transcripts" Subsection

The Transcripts subsection contains links used for the management of upper school transcript document records. Details about each link can be found below.

• Find Transcripts: This link provides access to a query of transcript records. The transcript record detail provides a high-level overview of data points commonly displayed on upper school transcript documents, including transcript items and GPAs.
• Find Transcript Items: This link provides access to a query of transcript item records for the current school year.
• Find Transcript Courses: This link provides access to a query of transcript course records.
• Review Posted Transcript Grade Log: This link provides access to a log of transcript grade posting actions for the current school year. This log acts as a secondary validation that transcript grades have been posted correctly for students for whom you want to issue upper school transcripts.

The "Final Grade Summaries" Subsection

The Final Grade Summaries subsection contains links used for the management of final grade summary document records. Details about each link can be found below.

• Find Report Cards: This link provides access to a query of report card records for current students. The report card record detail provides a high-level overview of data points commonly displayed on report card documents, including attendance and grades/comments.
• Find Posted Grades: This link provides access to a query of posted grade records for the current school year.
• Find Master Attendance: This link provides access to a query of master attendance records for the current school year.
• Find Class Attendance: This link provides access to a query of class attendance records for the current school year.
• Review Posted Numeric Grade Log: This link provides access to a log of numeric grade posting actions for the current school year. This log acts as a secondary validation that numeric grades have been posted correctly for students for whom you want to issue final grade summaries.