IN BRIEF
The Grades feature allows iClassPro to associate students with an academic school grade (for example, Pre-K, Kindergarten, first grade) based on age. Once configured, grades can automatically advance each year and can be used as a requirement to control class and camp enrollments.
Overview
The Grades feature is optional and is used to track a student’s academic grade level, such as Pre-K, Kindergarten, first grade, and above. Grades are defined in Settings, then automatically assigned to students based on their age.
Each year, on a defined rollover date, students automatically advance to the next grade in the list. Grades can also be used as a requirement on classes and camps to control which students are automatically approved for enrollment.
Important notes about Grades:
- Grades are calculated based on age and system settings.
- Grades automatically advance each year on the rollover date.
- A student’s grade can be manually overridden when needed.
- Only one grade can be assigned as a requirement on a class or camp.
Accessing the Feature
To configure and manage Grades, you will work in the Student Settings area.
- From the main navigation menu, go to SETTINGS>SETUP.
- Select STUDENT SETTINGS.
- Select Grades to define grade labels.
- Select Grade Options to configure rollover and age settings.
Step-by-Step Instructions
Define Grades in Settings
Before grades can be assigned to students, a grade list must be created.
- Navigate to SETTINGS>SETUP>STUDENT SETTINGS>GRADES.
- Select Add New Grade.
- Enter the name of the grade (for example, Pre-K, Kindergarten, first).
- Save the grade.
- Repeat as needed until all grades are added.
When finished:
- Ensure grades are ordered from youngest at the top to oldest at the bottom.
- Adjust the order so grade progression matches how students should advance year to year.
Configure Grade Options
Grade Options determine how grades are assigned and when students advance.
- Navigate to SETTINGS>SETUP>STUDENT SETTINGS>GRADE OPTIONS.
- Enter a Rollover Date.
- Enter a Starting Age.
Rollover Date
- Determines the date used to calculate a student’s grade.
- Is also the date when all students automatically advance to the next grade.
- The System uses the student’s age as of the rollover date from the previous year to assign grades.
Starting Age
- Defines the age assigned to the first (top) grade in the list.
- Each grade below automatically increases by one year of age.
Example:
- Starting Age: four
- First grade in list: Pre-K
Any student who is four years old is assigned Pre-K. On the next rollover date, the student advances to Kindergarten, then to first grade the following year, and so on.
Important Note: Once a student’s birthday passes and they meet the minimum age, they are assigned to the appropriate starting grade. After that, their grade advances only on the rollover date.
View or Change a Student’s Grade
After grades are configured, they are automatically assigned to students.
- Go to the student’s profile.
- Select the edit option for the student.
- Locate the Grade field.
Grade values:
- Default: The grade assigned automatically based on age, grade list, starting age, and rollover date.
- Specific grade label: A manually selected grade.
If a student’s automatically assigned grade is not correct (for example, advanced placement, delayed school start, or being held back):
- Select a specific grade from the list.
- Save the student record.
Important Note: When a student’s grade is manually overridden, the grade will still advance automatically each year on the rollover date.
Use Grades as a Class or Camp Requirement
Grades can be used to restrict enrollments for classes and camps.
To apply a grade requirement:
- Open the class or camp record.
- Locate the Requirements section.
- Under Age Requirements, select a Grade.
Enrollment behavior:
- Students must be assigned to the selected grade to be automatically approved when enrolling through the Customer Portal.
- This applies even if the age requirements include students from other age ranges.
Important Note: If grade requirements conflict with age requirements, no enrollments will be automatically approved.
Troubleshooting & FAQs
-
A student was assigned the wrong grade. How do I fix this?
- Edit the student record and change the Grade field from Default to the appropriate grade. The grade will continue to advance automatically on future rollover dates.
-
Why are enrollments not being automatically approved for a class or camp?
- Verify that the student’s grade matches the grade selected in the class or camp requirements. Also confirm that the grade requirement does not conflict with the age requirements.
-
Can I assign multiple grades to a single class?
- No. Only one grade can be assigned as a requirement on a class or camp.