How to Convert Gradebook Plus Datafrom Macintosh Edition v5 or v6 to v7
How to Convert Gradebook Plus Data froma Different Operating System
How to Convert Gradebook Plus Data toa 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 Than45 Students
How to Work With More Than 8 Classes
How to Handle the End of a Semester orSchool Year
How to Understand the Gradebook PlusFormat
Mac Seat'Em and Mac Drill Compatibility
How to Create a Form Letter with a WordProcessor
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 Homeand School
How to Interpret Error Messages

How to ConvertGradebook Plus Data from Macintosh Edition v5 or v6 to v7

Gradebook Plus - Macintosh Edition v7.1 is text file compatiblewith previous releases of the program. If you are upgrading fromGradebook Plus - Macintosh Edition v5 or v6, you can convert mostof the data to v7.1 by saving all of your v5 or v6 classes astext files using the "Backup As A Text File" optionfrom the File Menu. The "Backup As A Text File" optionin v5 and v6 does not save attendance and historical data. Thentransfer the text files from your v5 or v6 disk or folder on yourhard disk to your v7.1 disk or folder on your hard disk. You cannow retrieve the data into v7.1 by using to the method describedfor importing data from a text file in the "Set Up a NewClass" section in Chapter 2.

A better option is available if you are converting only v6data. Use the "v6->v7 Converter" utility suppliedwith Gradebook Plus - Macintosh Edition v7.1. When you run the"v6->v7 Converter" utility, you will be given a standardfile open dialog asking you to identify the v6 file (named "GradebookPlus Files") that you wish to convert. After selecting thefile, click the Convert button. You will then be given a standardfile save dialog asking for the name and location of the convertedfile. Select the location where your "Gradebook Plus"program is located, but DO NOT CHANGE THE FILE NAME from the suggestedname of "Gradebook Plus v7 Files". If asked, click theReplace button to overwrite the blank v7 data that comes withthe program. Unlike the previous method, the "v6->v7 Converter"utility converts all of the v6 data.

How to ConvertGradebook Plus Data from a Different Operating System

If you previously used Gradebook Plus on a different operatingsystem, such as ProDOS, IBM or compatible DOS, or Windows, followthese 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 ConvertGradebook Plus Data to a Different Operating System

If you subsequently purchase Gradebook Plus for a differentcomputer operating system, such as Apple ProDOS, Macintosh OS,IBM or compatible DOS, or Windows, follow these steps to convertyour 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 UseGradebook Plus on a Network

Though we recommend using Gradebook Plus from a disk or ina folder or working subdirectory on your hard disk, it is possibleto use the program over a network. However, since other usersmay have access to the program, it is especially important tobackup 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 youneed to conserve storage space, only a single copy of the GradebookPlus program application itself needs to be on the network. However,as Gradebook Plus is not a multi-user application, only as manyusers as there are copies of the program on the network may beused simultaneously.

How to Dealwith More Than 90 Entries

You are limited to ninety entries for each student. If youwish to record daily scores plus other entries, there may notbe enough room for an entire semester. A solution to this is totake the total points for each student at the end of the quarterand enter this number as the first entry for the second quarter.You could keep first quarter scores on one disk and second quarterscores on another disk.

To do this, make a backup copy of the disk at the end of thequarter, label the original, and put it away. Then select "SubtotalScores" from the Special Menu. This will leave you with oneentry titled "Subtotal" with the sum of the first quarterscores.

How to Dealwith 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 differentclass names for the two (or more) sections. For example, a fiftystudent Typing class that meets 4th period could have studentswhose last names begin with the letters A-L in "Per. 4 TypingA-L", with the remainder in "Per. 4 Typing M-Z".Alternatively, you could title the class periods 4A and 4B.

How to WorkWith More Than 8 Classes

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

How to Handlethe End of a Semester or School Year

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

Either eliminate the data while retaining the students by usingeither "Remove All Entries" (from "Remove A SetOf Scores") or "Subtotal Scores" or remove theentire class by using "Remove A Class". You may alsoelect to save the percentages as historical data for use in aFinal Report.

How to Understandthe Gradebook Plus Format

The "GRADEBOOK PLUS FORMAT" is an ASCII file withtab 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 3contains the following titles separated by tabs: "NAME","ID NUM", "GRADE", "PCT.", "entrytitle 1", "entry title 2", ... ,"entry titleN". The next S lines, where S is the number of students inthe class, contain the following fields separated by tabs: "lastname - 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", "historicalpercentage 2", ... , "historical percentage 6".The scores are either numbers to one decimal place, the symbol"( )", or the symbol "ex". The number of historicalpercentages may be anywhere from 0 to 6. The next line containsthe word "AVERAGE:" in the first field followed by twoblank fields and either N + 1 additional blank fields or the classaverages for Pct. and each of the N entries. The next line containsthe word "POSSIBLE:" in the first field followed bythree blank fields followed by N fields containing the pointspossible on each of the N entries. The last two lines are optionaland contain the grading and weighting scales (the weighting scalemay optionally contain numbers at the end representing color codesfor 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, consistof 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 informationto text files as this version does. The three attendance totalsand the historical percentages were not saved.

Mac Seat'Emand Mac Drill Compatibility

Gradebook Plus - Macintosh Edition v7.1 is compatible withthe shareware program Mac Seat'Em from Boomeria Softworks. Theprogram uses your Gradebook Plus class files to produce seatingcharts. A copy of the program is included on this disk. If youmake use of the program, please support the authors by sendingthe shareware fee to the address given in the program.

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

How to Createa Form Letter with a Word Processor

It is possible to use your favorite word processor to createform letters that can be used with the "Individual StudentReport". The ability of your word processor to save datato disk as a standard ASCII text file is essential.

Create a form letter with your word processor. It is best touse six inch wide lines and a 10 point Geneva font. Type onlythe 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 dependingon your word processing program's terminology. Be sure to notethe name you give the document.

How to KeepTrack of Extra Credit Points

You may give extra credit points by either adding them ontoanother score within the gradebook or by creating an entry with0 as the number of points possible and 0 as the default score.It may be convenient to have extra credit as the first entry inyour gradebook.

How to Createa Report Card for a Student

A Report Card is a final report printed for an individual studentof your choice. It shows the average grade for that student overup to six grading periods and in up to eight classes. There areseveral steps that must be completed before a Report Card canbe printed from the "Student Final Report" option underthe Reports Menu. To successfully produce a Report Card, carefullyfollow these instructions:

Save Percentages for Each Grading Period by Subtotaling orRemoving 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 schoolyear. You must have first subtotaled or removed all entries fromall classes on your disk the same number of times or an errormessage such as: "Unequal number of Historical Entries. StudentAdams, John not printed." will appear.The sample "FinalReport" included in the Appendix went through this procedurefour 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 Transfera Class to Another Teacher

It is possible to easily transfer all the data from one ofyour classes to another teacher who is also using Gradebook Pluswithout 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 informationto text files as this version does. If you encounter difficultytrying to send class data via a text file, check the "CompatibleText Files" box from "Change Program Setup" andtry again.

How to UseGradebook 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 "BackupClass Files" to save the data to a diskette that you transportbetween the two locations. To be safe, also backup each classthat you have modified as a text file onto the same diskette.When you use Gradebook Plus at the location whose computer containsoutdated data, use the "Retrieve Class Files" optionto update the data.

How to InterpretError Messages

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

Gradebook Plus is unable to execute yourcommand!

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

You have entered invalid informationinto Gradebook Plus!

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

An error has occurred. You will needto 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 GradebookPlus!

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 promptswas generated by the Macintosh operating system. For example,Error -36 on a Macintosh is an I/0 error. That usually means thatthe Macintosh was not physically able to read information fromthe disk. Consult with your Macintosh dealer for help with theseerrors.