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Gradebooks

This guide explains how to set up gradebooks, record student marks, calculate results, and publish grades to students and parents.

Gradebook Workflow​

START: Gradebook Management (After Subject Classes are Set Up)
         │
         ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 1: Configure Assessment Categories                     │
│  ───────────────────────────────────────                     │
│  Set up how grades are weighted:                            │
│  • Continuous Assessment: 30%                               │
│  • Practical Work: 20%                                       │
│  • Term Exam: 50%                                           │
│                                                              │
│  IMPORTANT: Categories must add up to 100%                  │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 2: Create Assessments                                  │
│  ──────────────────────────                                  │
│  Add individual tests, assignments, exams:                  │
│  • "Chapter 3 Quiz" (10 marks)                              │
│  • "Midterm Test" (50 marks)                                │
│  • "Lab Practical 1" (20 marks)                             │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 3: Enter Marks                                         │
│  ──────────────────────                                      │
│  Record student marks for each assessment:                  │
│  • Enter marks one by one, or                               │
│  • Import from Excel spreadsheet                            │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 4: Review & Calculate                                  │
│  ──────────────────────────                                  │
│  System automatically calculates:                           │
│  • Category averages                                         │
│  • Weighted totals                                           │
│  • Final grade (A, B, C based on grading scale)             │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 5: Add Comments & Publish                              │
│  ──────────────────────────────                              │
│  • Add teacher comments for each student                    │
│  • Review all grades for accuracy                           │
│  • Click "Publish" to make visible to students/parents      │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
                 GRADES PUBLISHED ✓

What is a Gradebook?​

A gradebook is where you record and manage student marks for a subject class. Each subject class has its own gradebook where the teacher tracks:

  • Assessment marks (tests, assignments, practicals)
  • Continuous assessment
  • Term-end exams
  • Final grades

Accessing Gradebooks​

For Teachers​

  1. Click on your profile/menu
  2. Select My Classes
  3. Click on a subject class
  4. Click the Gradebook tab

Or:

  1. Go to Academics → Gradebooks
  2. Your assigned subject classes will be listed
  3. Click Open Gradebook

For Administrators​

  1. Go to Academics → Gradebooks
  2. Use filters to find any gradebook:
    • By Subject
    • By Class Division
    • By Teacher
    • By Grade Level

Understanding Gradebook Structure​

Assessment Categories​

Each gradebook is organized into categories based on your school's curriculum:

ZIMSEC Example:

CategoryWeightDescription
Continuous Assessment30%Class tests, homework, quizzes
End of Term Exam70%Final examination

Cambridge IGCSE Example:

CategoryWeightDescription
Paper 1 (Theory)40%Written examination
Paper 2 (Practical)30%Practical exam
Coursework30%Projects and assignments

Setting Up Assessment Categories​

Creating Categories​

  1. Open the gradebook
  2. Click Settings or the ⚙️ icon
  3. Click Assessment Categories
  4. Click + Add Category
  5. Fill in:
FieldWhat to EnterExample
NameCategory name"Continuous Assessment"
WeightPercentage of total30
DescriptionWhat's included"Tests, quizzes, homework"
  1. Click Save

Example Category Setup​

For Sciences with Practicals:

CategoryWeight
Theory Tests40%
Practical Work30%
End of Term Exam30%

For Languages:

CategoryWeight
Writing30%
Speaking20%
Comprehension20%
End of Term Exam30%
note

All category weights must add up to 100%.

Recording Marks​

Adding an Assessment​

  1. Open the gradebook
  2. Click + Add Assessment
  3. Fill in the details:
FieldWhat to EnterExample
NameAssessment name"Chapter 3 Test"
CategoryWhich categoryContinuous Assessment
DateWhen it was done15 Feb 2025
Maximum ScoreTotal marks50
DescriptionOptional notes"Algebra and equations"
  1. Click Create

Entering Marks​

After creating an assessment:

  1. Click on the assessment name
  2. You'll see a list of all enrolled students
  3. Enter each student's mark in the score field
  4. Press Tab to move to the next student
  5. Click Save when done

Quick Mark Entry​

For faster marking:

  1. Open the assessment
  2. Click Quick Entry
  3. Type marks in a grid format
  4. Press Enter after each mark
  5. Click Save All

Importing Marks from Spreadsheet​

If you have marks in Excel:

  1. Open the assessment
  2. Click Import Marks
  3. Download the template
  4. Fill in marks in Excel
  5. Upload the completed file
  6. Review and confirm

Viewing Grades​

Student View (Single Student)​

To see all marks for one student:

  1. Open the gradebook
  2. Click View by Student
  3. Select the student
  4. See all their assessments and marks

Assessment View (All Students, One Test)​

To see how everyone did on one test:

  1. Open the gradebook
  2. Click on the assessment name
  3. See all student scores
  4. View statistics (average, highest, lowest)

Class Overview​

To see the overall class performance:

  1. Open the gradebook
  2. Click Class Overview or Summary
  3. See:
    • Class average
    • Grade distribution
    • Top performers
    • Students needing attention

Calculating Results​

Understanding Calculations​

The system automatically calculates:

CalculationHow It Works
Category AverageAverage of all assessments in that category
Weighted TotalCategory average × category weight
Final MarkSum of all weighted totals
GradeBased on grading scale

Example Calculation​

Student: Tendai Moyo - Mathematics

CategoryMarksAverageWeightWeighted Score
CA (Tests)35/50, 40/50, 38/5075.3%30%22.6
Term Exam65/10065%70%45.5
Total68.1%
GradeB

Updating Calculations​

If you change marks or weights:

  1. Click Recalculate in the gradebook
  2. All totals and grades will update

Grade Assignment​

How Grades Are Assigned​

Based on your curriculum's grading scale:

ZIMSEC Example:

Score RangeGradeSymbol
75-100%AExcellent
65-74%BVery Good
55-64%CGood
45-54%DSatisfactory
35-44%EWeak
0-34%UUngraded

Viewing Grade Distribution​

  1. Open the gradebook
  2. Click Statistics or Grade Distribution
  3. See how many students got each grade
  4. View as a chart or table

Managing Comments​

Adding Teacher Comments​

To add comments for a student:

  1. Open the gradebook
  2. Find the student
  3. Click the comment icon 💬
  4. Type your feedback
  5. Click Save

Comments appear on report cards.

Bulk Comments​

For common feedback:

  1. Click Manage Comments
  2. Create comment templates:
    • "Shows great improvement"
    • "Needs more practice in calculations"
    • "Excellent participation"
  3. Apply templates to multiple students quickly

Publishing Grades​

What Publishing Means​

  • Unpublished: Only teachers and admins can see grades
  • Published: Students and parents can view grades

How to Publish​

  1. Open the gradebook
  2. Review all marks for accuracy
  3. Click Publish Grades
  4. Select what to publish:
    • ☐ Assessment marks
    • ☐ Category totals
    • ☐ Final grade
    • ☐ Teacher comments
  5. Confirm publication

Publishing Schedule​

You can schedule when grades become visible:

  1. Click Schedule Publication
  2. Set the date and time
  3. Grades will automatically publish at that time

This is useful for releasing all grades at the same time across the school.

Unpublishing Grades​

If you need to make corrections:

  1. Click Unpublish
  2. Make your changes
  3. Republish when ready

End of Term Processing​

Finalizing Grades​

At the end of the term:

  1. Ensure all marks are entered
  2. Review calculations
  3. Add teacher comments
  4. Click Finalize Term
warning

Once finalized, grades cannot be edited. Only administrators can unlock finalized gradebooks.

Grade Submission​

When ready to submit to administration:

  1. Click Submit for Review
  2. The head of department reviews
  3. Upon approval, grades are locked
  4. Grades flow to report cards

Reports and Analysis​

Generating Reports​

From any gradebook, you can generate:

ReportWhat It Shows
Class ResultsAll students, all marks, final grades
Assessment ReportPerformance on a single test
Student ReportOne student's complete record
Progress ReportComparison across terms

Exporting Data​

  1. Click Export
  2. Choose format:
    • Excel (.xlsx)
    • PDF
    • CSV
  3. Select what to include
  4. Download the file

Tips for Success​

Enter Marks Promptly

Enter marks within a few days of the assessment. This keeps your records accurate and helps identify students needing support early.

Double-Check Before Publishing

Once grades are published, students and parents can see them. Review everything carefully first.

Use Comments Wisely

Comments appear on report cards. Keep them professional, constructive, and helpful.

Back Up Important Data

Export your gradebook periodically, especially before end of term, as a backup.

Frequently Asked Questions​

Can I edit marks after publishing?​

Yes, you can unpublish, make changes, and republish. Students will see the updated marks.

What if a student was absent for a test?​

Enter "ABS" or leave blank. You can set how absent marks are handled in settings (exclude from average, count as zero, etc.).

Can students see individual test marks or just the final grade?​

You control this when publishing - you can choose to show just the final grade or all assessment details.

How do I give extra credit?​

Add an assessment with 0 maximum score but positive marks, or adjust the grading manually.

What if the weights don't add up to 100%?​

The system will warn you. Adjust your categories so they total exactly 100%.

Can I copy a gradebook setup to another class?​

Yes! Use Copy Settings From to duplicate assessment categories from another gradebook.

Troubleshooting​

ProblemSolution
Can't add assessmentMake sure you're the assigned teacher or have permission
Calculation seems wrongCheck category weights add to 100% and marks are entered correctly
Student missing from gradebookVerify student is enrolled in the subject class
Can't edit finalized gradesAsk an administrator to unlock the gradebook
Export failsTry selecting fewer columns or students
Grades not showing for parentsMake sure you clicked "Publish"

What's Next?​

After setting up and using gradebooks:

  1. Create Assessments → - Set up formal tests and exams
  2. Plan Lessons → - Organize your teaching
  3. Return to Academics Overview →

Need Help?​

If you need assistance with gradebooks:

  • Contact your head of department
  • Speak with the academic coordinator
  • Reach out to your system administrator