How to Convert Gradebook Plus Data from Macintosh Edition v5 or v6 to v7
How to Convert Gradebook Plus Data from a Different Operating System
How to Convert Gradebook Plus Data to a Different Operating System
How to Use Gradebook Plus on a Network
How to Deal with More Than 90 Entries
How to Deal with a Class Larger Than 45 Students
How to Work With More Than 8 Classes
How to Handle the End of a Semester or School Year
How to Understand the Gradebook Plus Format
Mac Seat'Em and Mac Drill Compatibility
How to Create a Form Letter with a Word Processor
How to Keep Track of Extra Credit Points
How to Create a Report Card for a Student
How to Transfer a Class to Another Teacher
How to Use Gradebook Plus at Both Home and School
How to Interpret Error Messages

How to Convert Gradebook Plus Data from Macintosh Edition v5 or v6 to v7

Gradebook Plus - Macintosh Edition v7.1 is text file compatible with previous releases of the program. If you are upgrading from Gradebook Plus - Macintosh Edition v5 or v6, you can convert most of the data to v7.1 by saving all of your v5 or v6 classes as text files using the "Backup As A Text File" option from the File Menu. The "Backup As A Text File" option in v5 and v6 does not save attendance and historical data. Then transfer the text files from your v5 or v6 disk or folder on your hard disk to your v7.1 disk or folder on your hard disk. You can now retrieve the data into v7.1 by using to the method described for importing data from a text file in the "Set Up a New Class" section in Chapter 2.

A better option is available if you are converting only v6 data. Use the "v6->v7 Converter" utility supplied with Gradebook Plus - Macintosh Edition v7.1. When you run the "v6->v7 Converter" utility, you will be given a standard file open dialog asking you to identify the v6 file (named "Gradebook Plus Files") that you wish to convert. After selecting the file, click the Convert button. You will then be given a standard file save dialog asking for the name and location of the converted file. Select the location where your "Gradebook Plus" program is located, but DO NOT CHANGE THE FILE NAME from the suggested name of "Gradebook Plus v7 Files". If asked, click the Replace button to overwrite the blank v7 data that comes with the program. Unlike the previous method, the "v6->v7 Converter" utility converts all of the v6 data.

How to Convert Gradebook Plus Data from a Different Operating System

If you previously used Gradebook Plus on a different operating system, such as ProDOS, IBM or compatible DOS, or Windows, follow these steps to convert your class data to the new format:

1) Save each of your classes as text files onto a disk using the "Save Class Data As A Text File" option from the Utilities or File Menu. Select simple names for the text files that conform with Apple ProDOS, PC-DOS, or Windows specifications and note the names you give the files.

2) If the size of the disk you used in step 1 was 5.25 inches, transfer the text files to a 3.5 inch disk.

3) Use a file exchange program, such as "Apple File Exchange", or the built in capability of some computers to read other format disks to transfer all the text files to your computer.

4) Run your Gradebook Plus program and choose the "Set Up A New Class" option from the File Menu and retrieve the data according to the method described for importing data from a text file in the "Set Up a New Class" section in the manual.

5) Repeat step 4 for each class you wish to convert.

How to Convert Gradebook Plus Data to a Different Operating System

If you subsequently purchase Gradebook Plus for a different computer operating system, such as Apple ProDOS, Macintosh OS, IBM or compatible DOS, or Windows, follow these steps to convert your class data to the new format:

1) Save each of your classes as text files onto a 3.5 inch disk using the "Backup As A Text File" option from the File Menu. Select names for the text files that conform with PC-DOS, or Windows specifications and note the names that you give the files.

2) Use a file exchange program, such as "Apple File Exchange", or the built in capability of some computers to write to other format disks to transfer all the text files to a disk for your new computer.

3) Run your Gradebook Plus program on your new computer and choose the "Set Up A New Class" option from the Data Entry or File Menu.

4) After specifying the class name and period, check the "Import Scores" box, or answer the question, "IS THE INFORMATION TO BE IMPORTED FROM A TEXT FILE (Y/N) ?" with a "Y" for yes.

5) When prompted with "FILE NAME:", answer with the name you used in step 1.

6) Repeat steps 3 - 5 for each class you wish to convert.

How to Use Gradebook Plus on a Network

Though we recommend using Gradebook Plus from a disk or in a folder or working subdirectory on your hard disk, it is possible to use the program over a network. However, since other users may have access to the program, it is especially important to backup your class data each time after using the program.

Each user should set up a folder with the Gradebook Plus program, the "Gradebook Plus v7 Files" document and, optionally, the "GP Comments & Sounds" document in it. If you need to conserve storage space, only a single copy of the Gradebook Plus program application itself needs to be on the network. However, as Gradebook Plus is not a multi-user application, only as many users as there are copies of the program on the network may be used simultaneously.

How to Deal with More Than 90 Entries

You are limited to ninety entries for each student. If you wish to record daily scores plus other entries, there may not be enough room for an entire semester. A solution to this is to take the total points for each student at the end of the quarter and enter this number as the first entry for the second quarter. You could keep first quarter scores on one disk and second quarter scores on another disk.

To do this, make a backup copy of the disk at the end of the quarter, label the original, and put it away. Then select "Subtotal Scores" from the Special Menu. This will leave you with one entry titled "Subtotal" with the sum of the first quarter scores.

How to Deal with a Class Larger Than 45 Students

Since only forty-five students may be entered into a class, you will have to split the class if more students are enrolled. The best way to do this is to use the same period, but different class names for the two (or more) sections. For example, a fifty student Typing class that meets 4th period could have students whose last names begin with the letters A-L in "Per. 4 Typing A-L", with the remainder in "Per. 4 Typing M-Z". Alternatively, you could title the class periods 4A and 4B.

How to Work With More Than 8 Classes

Each Gradebook Plus disk or hard disk folder or working subdirectory can store up to eight classes. However, there is no limit to the number of disks or hard disk folders or working subdirectories that you can use. You can not transfer a student between disks or hard disk folders or working subdirectories or do a multiple class statistical analysis on classes stored on different disks or different hard disk folders or working subdirectories. You can, however, transfer a class from one disk or hard disk folder or working subdirectory to another by saving it as a text file and importing the text file while setting up a new class on the other disk or hard disk folder or working subdirectory.

How to Handle the End of a Semester or School Year

First print out your gradebook using the "Gradebook of Entire Class" report so that you have a hard copy for future reference. You might also want to create a backup disk to save the information before you eliminate the data.

Either eliminate the data while retaining the students by using either "Remove All Entries" (from "Remove A Set Of Scores") or "Subtotal Scores" or remove the entire class by using "Remove A Class". You may also elect to save the percentages as historical data for use in a Final Report.

How to Understand the Gradebook Plus Format

The "GRADEBOOK PLUS FORMAT" is an ASCII file with tab delimited fields and carriage returns at the end of each line. There are no line feeds or quoted strings.

Line 1 consists of the class name. Line 2 is blank. Line 3 contains the following titles separated by tabs: "NAME", "ID NUM", "GRADE", "PCT.", "entry title 1", "entry title 2", ... ,"entry title N". The next S lines, where S is the number of students in the class, contain the following fields separated by tabs: "last name - comma - space - first name", "ID number", "letter grade", "percentage to one decimal place", "score on entry 1", "score on entry 2", ... , "score on entry N", "absences", "cuts", "tardies", "historical percentage 1", "historical percentage 2", ... , "historical percentage 6". The scores are either numbers to one decimal place, the symbol "( )", or the symbol "ex". The number of historical percentages may be anywhere from 0 to 6. The next line contains the word "AVERAGE:" in the first field followed by two blank fields and either N + 1 additional blank fields or the class averages for Pct. and each of the N entries. The next line contains the word "POSSIBLE:" in the first field followed by three blank fields followed by N fields containing the points possible on each of the N entries. The last two lines are optional and contain the grading and weighting scales (the weighting scale may optionally contain numbers at the end representing color codes for each of the categories). Here is an example where S = 3, N = 2, and historical percentages = 1.

The ID number for each student may either be blank, consist of only the ID number, or contain the ID number, phone number, book number, year, advisor, sex, address1, address2, comment , UseAltGS, seat row, and seat column all separated by commas.

Earlier versions of Gradebook Plus did not save as much information to text files as this version does. The three attendance totals and the historical percentages were not saved.

Mac Seat'Em and Mac Drill Compatibility

Gradebook Plus - Macintosh Edition v7.1 is compatible with the shareware program Mac Seat'Em from Boomeria Softworks. The program uses your Gradebook Plus class files to produce seating charts. A copy of the program is included on this disk. If you make use of the program, please support the authors by sending the shareware fee to the address given in the program.

Gradebook Plus - Macintosh Edition v7.1 is also compatible with the shareware program Mac Drill from Boomeria Softworks. The program uses your Gradebook Plus class files to call on students to answer class drill questions. A copy of the program is included on this disk. If you make use of the program, please support the authors by sending the shareware fee to the address given in the program.

How to Create a Form Letter with a Word Processor

It is possible to use your favorite word processor to create form letters that can be used with the "Individual Student Report". The ability of your word processor to save data to disk as a standard ASCII text file is essential.

Create a form letter with your word processor. It is best to use six inch wide lines and a 10 point Geneva font. Type only the nine characters ***REPORT in a paragraph where you want the "Individual Student Report" to be inserted.

Finally save the file as a text file or an export file depending on your word processing program's terminology. Be sure to note the name you give the document.

How to Keep Track of Extra Credit Points

You may give extra credit points by either adding them onto another score within the gradebook or by creating an entry with 0 as the number of points possible and 0 as the default score. It may be convenient to have extra credit as the first entry in your gradebook.

How to Create a Report Card for a Student

A Report Card is a final report printed for an individual student of your choice. It shows the average grade for that student over up to six grading periods and in up to eight classes. There are several steps that must be completed before a Report Card can be printed from the "Student Final Report" option under the Reports Menu. To successfully produce a Report Card, carefully follow these instructions:

Save Percentages for Each Grading Period by Subtotaling or Removing All Entries:

1) Backup all the class data at the end of the grading period.

2) Open the first class that is to contain historical entries from the list of classes.

3) Follow either the "Subtotal Scores" procedure described in Chapter 6 or the "Remove All Entries" procedure described in the "Remove A Set Of Scores" section of Chapter 4. Check the option to "Save Percentage for Final Report".

4) Repeat step 3 for each class that is to be included on the Report Card. Not having the same number of grading periods for each class is acceptable for a Class Final Report, but doing so will not allow a Report Card to be produced.

5) Edit the student percentages and title of this grading period as needed using the "Change Historical Data" procedure described in Chapter 4.

You may repeat this procedure up to six times during the school year. You must have first subtotaled or removed all entries from all classes on your disk the same number of times or an error message such as: "Unequal number of Historical Entries. Student Adams, John not printed." will appear.The sample "Final Report" included in the Appendix went through this procedure four separate times.

Print the Report Card:

1) Open the first class that contains historical entries from the list of classes.

2) From the Reports Menu, select "Student Final Report".

3) The names of the students in the class will be displayed. Highlight the student or students for whom you are creating the report and click the OK button.

4) Accept the suggested grading period weighting and titles, or modify them to satisfy your needs.

5) Make sure your printer is ready and click the Print button, or click the Display or Save To Disk button.

How to Transfer a Class to Another Teacher

It is possible to easily transfer all the data from one of your classes to another teacher who is also using Gradebook Plus without the other teacher needing to reenter the data.

1) Select the class you wish to transfer and open it from the File Menu.

2) Choose "Backup As A Text File" from the File Menu.

3) Insert a formatted disk into your disk drive.

4) Choose the proper drive so that your formatted disk is selected. Then click the Save button or the OK button depending on your computer system.

5) Loan this disk to the other teacher and tell the teacher the file name to be used when importing the text file.

6) The other teacher can now retrieve the data according to the method described in the importing data from a text file section in "Set Up a New Class" in Chapter 2.

Earlier versions of Gradebook Plus did not save as much information to text files as this version does. If you encounter difficulty trying to send class data via a text file, check the "Compatible Text Files" box from "Change Program Setup" and try again.

How to Use Gradebook Plus at Both Home and School

Install Gradebook Plus on both your home and school computers. After using the program at one location, use the option "Backup Class Files" to save the data to a diskette that you transport between the two locations. To be safe, also backup each class that you have modified as a text file onto the same diskette. When you use Gradebook Plus at the location whose computer contains outdated data, use the "Retrieve Class Files" option to update the data.

How to Interpret Error Messages

Errors may either be generated by the Gradebook Plus program or by the Macintosh operating system. Errors occurring in Gradebook Plus fall into of these categories:

Gradebook Plus is unable to execute your command!

An explanation will accompany this message explaining why your selection could not be performed.

You have entered invalid information into Gradebook Plus!

The number or word you entered is not within the allowable range.

An error has occurred. You will need to restart Gradebook Plus!

This rare message indicates that the error is severe enough that the program can't safely continue. After the program terminates, you can restart the program.

An unexpected error has occurred in Gradebook Plus!

This rare message indicates a situation that should not occur. If you can, reproduce this error, identify the circumstances, and notify E.M.A. Software.

Any error that does not start with one of the above four prompts was generated by the Macintosh operating system. For example, Error -36 on a Macintosh is an I/0 error. That usually means that the Macintosh was not physically able to read information from the disk. Consult with your Macintosh dealer for help with these errors.