TABLE OF CONTENTS

• Introduction
• Class marksheet columns are missing in the Portal
• A column of data is missing when running a report
• The academic year missing on the Manage Assessment Column screen
• Assign a new set of values to an existing column
• Calculated column percentage are not always accurate
• There are pupils in the Class Marksheet who should not be there (transferred pupils or leavers)
• Add external grades as a fixed column to a marksheet
• The reports and/or class marksheet are not showing a teacher’s name or it is incorrect
• Lost a reporting period

Introduction

This article lists the most frequently asked questions about assessment marksheets and reports. 

Class marksheet columns are missing in the Portal

The Portals default is to display Class Assessments columns within the date range of the Reporting Period selected. The Engage database has the option to select a date range which displays the Class Assessment columns within the chosen date range. In order to view the Class Assessment columns in the Portal you would need to create a new reporting period in Client > Modules > Assessments > Reporting Periods to incorporate the date range for the class marksheet columns. Alternatively, you can change the dates of the reporting period to include the dates of the class marksheets.

A column of data is missing when running a report

Report templates are built to include specific marksheet columns. If a column of data is missing from a report, check that the name and spelling of the assessment column matches the name and spelling of the column that is built into the report template.

To check the spelling used in the report template

1. In Engage go to Modules > Assessments > Achievement Report Templates.
2. In the Report Template section at the bottom of the screen find the relevant template.
3. Select Edit Report.
4. A new screen opens.
5. On the right-hand side of the screen select the Dictionary tab.
6. Expand the Variables option.
7. Expand the Columns option. The column names are listed. If the name or spelling differs from the column name on the marksheet, log an incident in the Support Centre and the reports team will edit it. 

The academic year missing on the Manage Assessment Column screen

Ask your network administrator to restart the Engage services in the server. If you are a hosted school, raise a case, so we can restart the services for you.

Assign a new set of values to an existing column 

You can add a new value to a set of values list, but you can't delete or edit a value that has been used before.  The values have historical data linked to them and will affect the grades and the running of any assessment report for previous years. We recommend that you create a new column with the new set of values required. Find out how to create a set of values column here {insert article name}.

Calculated column percentage are not always accurate

Calculations are based on numbers as real numbers (i.e. they include a high number of decimal digits), even if System Preferences is set up to not include any decimals. If the calculations are set up to only allow whole numbers, the rounding up happens after the calculation is made with the decimals.  To check the accuracy of a calculation the number of decimal places can be increased. To do this go to Setup > Configuration > System Preferences and edit the Decimals places for calculation result field.

For example, a calculation with 5 decimal places will give the following result:

34.48902 + 32.11345 = 66.602 (rounded up = 67)

where as as whole numbers give the following result:

34 + 32 = 66

There are pupils in the Class Marksheet who should not be there (transferred pupils or leavers)

The pupils in the class marksheet are either:

Pupils added to the class via Modules > Curriculum > Pupil Allocation or any pupil who was previously allocated to the class and has either transferred class or is a leaver or past pupil, but has a grade linked to the class in the reporting period.

To fix this re-allocate the pupil to the class in Modules > Curriculum > Pupil Allocation. Delete the grades linked to the pupil in the Class Marksheet, then remove the pupil from the class.

Add external grades as a fixed column to a marksheet

To include fixed columns in a class marksheet, import your external grades and link them to the class marksheet. To import external marksheets:

1. Prepare your excel workbook, or csv for the import (one row per student, with an identifier like pupil ID or student's names).
2. Create a reporting period where all external data is saved. Find out how in {Create a reporting period]}
3. Go to Modules > Assessments > Manage Assessment Columns. Check to see if a set of values exists that incorporates the values you are importing. If not create a new Set of Values column. Find out how in {Create a set of values}.
4. Go to Modules > Performance Tracking > Import External Marksheet.
5. Follow the guidelines attached to import the worksheet.
6. Go to Modules > Assessments > Manage Assessment Columns to create the columns that will hold the external grades, for each reporting period and class you want it to appear in.
7. Go to Modules > Performance Tracking > External Assessment Marksheet.
8. Find the marksheet you have imported.
9. Select a cell in the column you want to link, then click on the chain icon to link the column in the external marksheet to the columns you have just created.
10. Follow the pop-up window, to finish linking the external grade to the reporting period.

The reports and/or class marksheet are not showing a teacher’s name or it is incorrect

1. Go to Modules > Curriculum > Year Group Classes and select the class in question.
2. The names of the teachers assigned to the class will be in the Assigned Teachers field.
3. Double click on the teacher’s name to automatically fill the Teacher's name to appear on reports field at the bottom of the screen. Alternatively, you can type in the name yourself.
4. Select Save.

Lost a reporting period

A reporting period cannot be deleted if it has any assessment data connected to it. It is more likely that the reporting period has been renamed. This could accidentally happen with a move of a mouse and saving afterwards. If you know what the reporting period has been renamed to, then please go to the reporting period with the same name and rename it by adding a letter or number at the end. This will allow the original reporting period to appear. If you do not know the name of the reporting period whose name got copied, then please go try them all. Refresh the page.  You should see two reporting periods with similar names (less the added character at the end). Rename the reporting period followed by the one(s) you renamed to make the report appear.