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Editing Student Grades in the Student Grade Editor

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Source: CRLLCCR Development
Prior to Implementation

The Student Grade Editor is available only with MMS Portals version 4.6 and later. To use the Student Grade Editor you must have access to the MMS Staff Portal and menu privileges for this editor.


Log in to the Staff Portal. You can get to the Student Grade Editor from the Students menu by choosing Students > Grade Editor, or you may choose Students > Student Profile and then click on the Grades tab:

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The Student Grade Editor is divided into 5 sections, as shown below:

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Each section may be opened or closed. If the sections are already open, scroll down to Current Year Grades; if the sections are closed, click the small arrow next to Current Year Grades to expand it:

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  1. Each of the student’s courses for the current year will appear, with one row per marking period (see QT1, QT2, MEX, etc. above), and with a column for a Grade, for each Comment field your school uses, for course credit, and for a teacher note.

  2. When you first open the grade editor, each of a student’s classes will be ‘expanded’, as shown above. All marking periods and grades will appear. You can compress the view by using the Show All and Hide All buttons. Show All expands every class; Hide All compresses every class, so you can open just the one you want to work with:

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 ‘Open’ a class by clicking the arrow to the left of the class name.

  1. If you want to view or edit just a single marking period – for example, if you want to work with just Mid-year Average grades, – you can use the Select marking period to view button on the right side above the course list:

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  1. Editing grades and comments is as simple as clicking in the appropriate cell. A pull down list of valid grades or comment codes will open up. You may select the value from the list or simply type the grade or code directly in the cell:

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  1. If you assign a withdrawal grade to a student for a class section, the Grade Editor will prompt you to choose an exit date:

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The date range available for the exit date comes from the term(s) assigned to the class section.

  1. Each time you make a change to a data field, you will see a small red mark appear in the top left corner of the cell you changed:

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This is a signal to you that you have changed some information but not yet saved the changes.

  1. When you are ready to save your changes, click the Save Changes button at the top of the Current Year Grades section. If you don’t want to save your changes, click Cancel.

If you forget to save your changes and try to go elsewhere within MMS Portals, you’ll get a reminder:

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But if you leave the MMS Portals application entirely – say, by closing your browser – you will get no warning and your changes will be lost.

  1. You may also edit Course Credits in the Current Year Grades section (Note: you can assign credits only for marking periods that have been configured to hold credits – see the MMS Generations job Edit Grade Schemes).

To add or modify a course credit value for a student, click in the Credit column and key in the new value. You may also use the up/down arrows to increase or decrease the credit value in half-credit increments:

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  1. Closely associated with the Credit field is the Credit Type field. The value in this field indicates how the course credit was assigned. There are 3 possible values:

C       Indicates that the credit value was computed by MMS

M       Indicates that the credit value was entered manually and that the manually assigned credit value will be used for Credit Attempted for GPA computations

X        Indicates that the credit value was entered manually but that the course catalog credit value will be used for Credit Attempted for GPA computations

The MMS operation to compute course credits will not re-compute any credit of type M or X, so if you want to lock a particular course credit for a student, you can do so by setting Credit Type to M or X.

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If you manually assign a credit value for a course, the Grade Editor will automatically set the credit type to M. You may change it to X if appropriate.

If you edit a computed credit value (which causes the credit type to be set to M) and then, before leaving the Grade Editor, change the credit type from M to C, the Grade Editor will reset the credit value to its original value – because that was the computed value, and C indicates computed.

If you change the credit type value from M or X to C for a credit that was entered in a previous session, the Grade Editor will set the credit value to 0.000 and post a message:

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The editor is trying to assure that the Credit Type value accurately indicates the way the credit value itself was assigned.
  1. The Grade Editor allows you to view and edit the Teacher Notes recorded for any marking period (Note: just as for the course credit field, the Note field may be edited only for marking periods that are configured to hold a note – see the MMS Generations job Edit Grade Schemes).
You can view or edit notes in the Note column on the right side of the Grades grid:
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You’ll see two button images. The one with a plus sign ( User-added image) indicates that a note is present; the one without the plus sign indicates that the field is empty.

If you hover over a non-empty note, the text will pop up (see above).

To edit a note, simply click the button. A small window will open for you to enter text:


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To save your changes, click OK; to discard them, click Cancel.

Although the Note button will appear for all marking periods, the note field itself may not be activated for each marking period. If you click on the button for a marking period that is not configured for notes, nothing will happen.

  1. The Status column may hold an indicator that a grade is locked:

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As you can see above, the Qt2 grade is locked. This means that the teacher has locked the grade from the Grade Book. A staff portal user may change or remove a locked grade. If you change the grade, the lock remains in place. If you remove the grade, the lock is removed as well. A lock keeps the Grade Book from automatically re-calculating the student’s marking period average based on assignment scores.

Additional Information

Portals Help Files for Student Profile.
MMS Help files for Edit Grade Schemes.
Additional KBAs are available at CR Knowledge Base.
Additional Tech Bytes are available at CR Tech Bytes.

Applies to VersionMMS Staff Portal 4.6 (December 2016)
KeywordsStudent Grade Editor, Student Profile, Staff Portal, Current Year Grades, Edit Student Grades, Locked Grades, Withdrawal Grades, Winter Release 2016.



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