Academic Reporting Checklist - End of Reporting Period

Overview

This checklist should be used to finalise an Academic Reporting Period, prevent any further entry of Results and Comments in Staff Kiosk program Assessment > Markbook, and print Student Academic Reports.

'Markbook' is the default name used by TASS, but your school may call it something else. An alternate name can be set in Staff Kiosk Assessment > Parameters (Setup). This document refers to the program as 'Markbook'.

The checklist below outlines the ‘general process’ to follow when ending a Academic Reporting period. Schools will have their own processes to follow, so some steps may not be required, or alternatively, other steps may be required.

Checklist

Step	Menu Path	Task/Details
1	Student Admin > Academic Reporting > Setup Information > Assessment Setup > 'Result Periods' tab.	Change the ‘IA Lock' to ‘Restricted Supervisor Access’ to complete checks. Important! Only users who have 'Restricted Supervisor Access' allocated in TASS.web program System Admin > Users > Reporting User Maintenance will have access to the system at this time. This check is normally completed by a Head of Department.
2	Student Admin > Academic Reporting > Report Processing > Check for Missing Data and Check Student Reports.	Run 'Check For Missing Data'. This program will produce a listing of all students within the selected subject and provide an indication as to the status of their reporting data. Run 'Check Student Reports'. This program will produce a detailed report of students who have results and/or comments missing from their Academic Report in the selected reporting period. Run these reports as many times as required.
3	Student Admin > Academic Reporting > Setup Information > Assessment Setup > 'Result Periods' tab.	Change the ‘IA Lock' to ‘Unrestricted Supervisor Access’ so final checks can be made. Only users that have 'Unrestricted Supervisor Access' allocated in program System Admin > Users > Reporting User Maintenance will have access to the system at this time. This check is normally completed by Administration Staff.
4	Student Admin > Academic Reporting > Setup Information > Assessment Setup > 'Result Periods' tab.	Change the ‘IA Lock' to 'Staff Kiosk Only’. This will stop all users from editing the data.
5	TASS Knowledge Base > How To / Checklists > HOW – Assessment (Optional)	Setup and Generate Academic Analytics. This step is optional. To set up Academic Analytics that can be viewed in Staff Kiosk, Parent Lounge, and/or Student Café, follow the steps outlined in How to Setup for Staff Kiosk Academic Analytics. If you prefer not to activate Academic Analytics, visit the menu paths mentioned in the setup guidelines to ensure that analytics are disabled in the relevant areas.
6	Student Admin > Academic Reporting > Report Processing > Generate Student Reports. OR Generate Interim Reports. OR Generate Exit Statement.	Run the reports as often as necessary to check layout and content. If changes need to be made to the data, ensure that the 'IA Lock' in the 'Result Periods' tab of 'Assessment Setup' is changed accordingly. Distribute reports (via email, printing or publishing). If reports are being sent via email, ensure parents who don't have an email, receive a hard copy by re-running the reports to PDF with 'Exclude Parents with Email Addresses' ticked. Once reports have been generated to PDF, checked and distributed, generate the reports again with the 'Publish to the Web' option ticked. Each Academic Report will be backed up to the TASS document management system. Reports can then be re-printed using Student Admin > Academic Reporting > Special Processes > Published Student Reports. Therefore the 'Publish to the web' process should be completed, even if you do not plan on making the reports available through portal products, e.g. Parent Lounge.
7	Student Admin > Academic Reporting > Setup Information > Assessment Setup > 'Result Periods' tab.	If you would like Published Reports to be made available to: Parents in Parent Lounge. Teachers in Staff Kiosk. Students in Student Café. Change the ‘IA Lock' to 'Staff Kiosk, Student Cafe, Parent Lounge Only’. Users will only be able to access the published reports if they have been given permission through System Admin > Users > Portal Security Permissions.
8	Student Admin > Academic Reporting > Special Processes > Copy Data to Archive.	Run the 'Copy Data to Archive' once the reporting is completed. Very Important! The 'Copy to Archive' program must be run at the end of each reporting period before any changes are made for the next reporting period, e.g. advancing student year groups. It is extremely important that this program is only run at the end of every reporting period as a number of different programs throughout the software rely on archived data.
9		If it is end of term/semester, use the 'Timetable Rollover Checklist (Year and Term/Semester)'. If it is the end of the year, once this checklist has been completed, use the 'Student Records End of Year Processes Checklist'.

Related Resouces

For more information, refer to:

Academic Reporting Checklist - Beginning of Reporting Period.
Staff Kiosk Assessment documentation.
Staff Kiosk Markbook documentation.
How to guides for 'Academic Reporting'.
How to guides for 'Assessment'.
Frequently Asked Questions for ‘Assessment'.