ALL: Password Recovery

To recover your password:

  1. On the Log On page, click: I forgot my password. The Password Reset dialog box appears.

  2. Enter your Login ID and Primary email address (case sensitive, usually all lowercase).

  3. Click Continue. The Password Reset dialog box expands to include the security question you chose when setting up password recovery.

  4. Type the response, and click Submit. If the answer is correct, Aspen sends a message containing your password to your primary email address.

Note: if you enter your email address or answer your security question incorrectly, you’ll receive a Reset Aspen Password Attempt message, but as long as you are able to continue, enter the details correctly, and get a green message saying an email has been sent, you will get a Reset Aspen Password message so you can proceed.

ALL: Set Up Your Webpage for the New School Year

In order to make your webpage view-able to your current students and their parents, your current class rosters (members) need to be added to each of your pages and LAST YEAR”S members need to be deleted.

  1. Log on to Aspen and go to My Info > Groups

  2. Select and open your group (webpage)

  3. While in the DETAILS of the group (webpage), please ensure the following:

    The End Date is well out into the future to avoid your page disabling.

    Page Status is set to “Page enabled for all members”

    Enable Logging is checked (This will provide you with a record of all students and parents who log into your page – click on Page Access during the year to view.)

    This is also a good opportunity if you wish to change your icon or your page label but PLEASE do NOT change either after the start of the school year.

    DO NOT make your page PUBLIC! Only those students in your sections should have access as well as their parents by default.

  4. On the Groups side tab, click Members

  5. Delete ALL Sections and any individual members

  6. Add new members: Go to Options > Add

  7. Click the Member type drop down and choose Sections

  8. Select the section(s) of students that you want to access your page (Elementary teachers can choose all sections or just one since in most cases they are the same group of students.)

  9. Click Save

Refresher webpage classes will be given after school beginning in September.

Dates and times TBD in MLP.

ALL: Printing 16 Student Photos, with Info, to a Single Page

If you would like to have a printed page showing a photo of your students with their name, homeroom, and YOG, here’s a new report.

I find it helpful in becoming familiar with my HS Advisory students.

The report prints 16 students to a page and can be run from the Staff, District or School view.

Go to the Student top tab

Click the box next to the students you want printed

(To print ALL your students, do not check any name – the default is ALL.)

If you selected individual students, Go to OPTIONS > Show Selected

Go to REPORTS > Student Portrait Panel and click RUN in the pop-up.

Then print

Elementary Schools: Printing a Report Card for One Student

Go to your Student top tab

Click on the name of the student

Click on their Transcript side tab

Go to Reports and choose the correct Report Card report

Make sure the Term is the one that you want

Click Run

Either print or save the PDF

Elementary Schools: Emailing from Aspen

Emailing PARENTS from Aspen:

To email all parents in an entire class:

Click the Email icon from your dashboard (Pages tab when logging into Aspen) then uncheck Students and check the Contacts box

To email ALL your students’ parents or just a few:

Go to your Student top tab, click the box next to the names of the students you want to send an email to or don’t check any box if you want to email ALL your students

If you checked boxes, go to OPTIONS > Show Selected

This will list only those students you are emailing

Go to OPTIONS > Send Email

Uncheck the box for Students and check the box for Contacts

To email an individual student’s parents:

Go to your Student top tab, click on the name of the student you want to send an email to and click their Contacts side tab then go to OPTIONS > Send Email

Emailing STUDENTS from Aspen: Grades 3 through 6 only

To email an entire class:

Click the Email icon from your dashboard (Pages tab when logging into Aspen)

To email all your students or just a few:

Go to your Student top tab, click the box next to the names of the students you want to send an email to or don’t check any box if you want to email ALL your students

If you checked boxes, go to OPTIONS > Show Selected

This will list only those students you are emailing

Go to OPTIONS > Send Email

To email an individual student:

Go to your Student top tab, click the box next to the name of the student you want to send an email to

Go to OPTIONS > Show Selected

This will list only the student you are emailing

Go to OPTIONS > Send Email

HS & MS: Emailing from Aspen

Emailing PARENTS from Aspen:

To email all parents in an entire class:

Click the Email icon from your dashboard (Pages tab when logging into Aspen) then uncheck Students and check the Contacts box

OR

Go to your gradebook top tab, click the Roster side tab next to the class you want

Go to OPTIONS > Send Email

Uncheck the box for Students and check the box for Contacts

To email ALL your students’ parents or just a few:

Go to your Student top tab, click the box next to the names of the students you want to send an email to or don’t check any box if you want to email ALL your students

If you checked boxes, go to OPTIONS > Show Selected

This will list only those students you are emailing

Go to OPTIONS > Send Email

Uncheck the box for Students and check the box for Contacts

To email an individual student’s parents:

Go to your Student top tab, click on the name of the student you want to send an email to and click their Contacts side tab then go to OPTIONS > Send Email

Emailing STUDENTS from Aspen:

To email an entire class:

Click the Email icon from your dashboard

OR

Go to your gradebook top tab, click the Roster side tab next to the class you want

Go to OPTIONS > Send Email

To email all your students or just a few:

Go to your Student top tab, click the box next to the names of the students you want to send an email to or don’t check any box if you want to email ALL your students

If you checked boxes, go to OPTIONS > Show Selected

This will list only those students you are emailing

Go to OPTIONS > Send Email

To email an individual student:

Go to your Student top tab, click the box next to the name of the student you want to send an email to

Go to OPTIONS > Show Selected

This will list only the student you are emailing

Go to OPTIONS > Send Email

HS & MS: Beginning of the Year Gradebook Checklist

At the beginning of each school year, once your classes are appearing in your gradebook, complete the following steps to set up your gradebook for this year:

1. ___ Define the details for each class section, such as class nicknames, average mode, default grade scale, and if you want to drop lowest scores.

NEW: If you want a comment about this class to appear in the Family and Student portals, select the Family Portal Notes Show Notes on Portal? checkbox. Then, enter your comment in the text box below. Some teachers enter their grading policy for the class here. The comment appears in the Teacher Notes section on the details page for the class in the Family and Student portals.

Note: If you do not select this checkbox, or select it but do not enter any text in the text box, the Teacher Notes section will not appear in the Student and Family portals.

2. ___ Link class sections on the Details page. For example, if you teach three CP English classes, link them so you only have to create assignments once, and they apply to each class.

3. ___ Import assignment categories from last year, and create any new categories you might want to use. If you import categories for a class you linked to other classes in Step 2, Aspen imports the categories for all of the linked classes too. See below for step-by-step instructions.

4. ___ Import assignments from classes from last year. If you import assignments for a class you linked to other classes in Step 2, Aspen imports the assignments for all of the linked classes too. Or, create new assignments. See below for step-by-step instructions.

5. ___ Check your gradebook preferences to make sure they are set correctly. Be sure your default average mode is set correctly.

6. ___ Make sure any SPECIAL CODES, such as Missing, and any FOOTNOTES you like to use for scores are ready to go on your Tools tab.

Refer to the “User Guide: Staff View and Teacher Gradebook” located under HELP in Aspen for more details on each step above.

Import Categories

  1. Click the Gradebook tab.

  2. On the class list, select the checkbox next to the course section that you want to import categories into.

  3. NEW: Click the Details side-tab and click the Categories “accordion” bar at the bottom.

  4. Click Import. The Import Categories dialog box appears.

  5. At the Import from field, click the magnifying glass to select the class that you want to import one or more categories from and click OK.

  6. In the Code section click the box next to each category that you want to import and click OK.

Import Assignments

You can import assignments into your class sections from one of your current sections or from a previous year in your gradebook.

  1. Log on to the Staff view.

  2. Click the Gradebook tab

  3. Click the Assignment side-tab.

  4. On the Options menu, click Import Assignments. The Import Assignments dialog box appears.

  5. At the Import from field, click to select the section you want to copy assignments from. A list of your course sections sorted by year appears.

  6. Select the course section you want to copy assignments from, and click OK.

  7. Select one of the following to indicate which assignments you want to copy:

    Selected: to select specific assignments from the section. The Assignment pick list appears in descending order. Select the checkbox next to each assignment you want to copy, and click OK

    Category: to select entire categories of assignments to copy from the section. The Category pick list appears in descending order. Select the checkbox next to each category of assignments you want to import, and click OK

    All Assignments: to copy all assignments from the section.

    Note: The system updates the value for each date of the assignment to the current schedule term and school year. The system uses the student calendar shared by the majority of students in the section to determine the dates.

  8. Click OK.

HS: How to See a List of your Advisory Students

1. In order for you to see a list of your Advisory Students and their related information, you must change your view to STAFF.

2. Then select the STUDENT tab

3. In the Filter (looks like a martini glass on the right), select “Students in My Homerooms”

You will then have access to all of the data relating to your Advisory Students: contact info, transcripts, attendance, assessments, etc. via the student’s side tabs.

To print a page showing 16 students per page with their photo, name, homeroom, and YOG, click on REPORTS and choose Student Portrait Panel and in the pop-up just click RUN.

HS: Ability to Change Final Grade Calculations

For those of you with full year courses who would like to change the way your Final Average calculates, Aspen has provided the ability for you to override the district’s final average formula in your gradebook.

Please keep in mind that you MUST follow the constraints written in the student handbook pertaining to Triton’s final grade calculation. (Excerpt below)

FOR FRESHMEN ONLY: An “F” grade will not be given a value lower than 50 for the first marking period’s grades so that students having difficulty early in the year will still have an opportunity to pass for the year.

An “F” grade in the remaining quarters or on the final exam can be given a value of 0 to 59. A “0” will be given for the final exam grade if a student does not take the exam.

In a full-year course where a mid-year exam is given, the mid-year exam will count no less than 5% and no more than 15% of the final course grade. It will not be averaged into the second quarter grade.

The final exam will count no less than 5% and no more than 15% of the final course grade. The exam will not be averaged into the final quarter grade.

The combination of the mid-year exam and the final course grade will be averaged with the four quarterly grades with each quarter counting for 20% of the final grade.

In a one-semester course, there will be a final exam only; it will count no more than 20% of the final course grade.

The text highlighted in yellow emphasizes that the quarter weights are NOT to be adjusted, only the exam weights, as the quarter weights are already set to 2.0 or 20%.

The system works on ratios not percentages but to make an easy comparison to percentages the calculation can be interpreted as follows:

Q1=2.0 or 20%, Q2=2.0 or 20%, Midyear Exam=1.0 or 10%, Q3=2.0 or 20%, Q4=2.0 or 20%, Final Exam=1.0 or 10%

So you will be able to adjust the weights for exams as you see fit.

For example, you could change the Midyear Exam to 1.5 or 15% and the Final Exam to 0.5 or 5% if you so choose.

Procedure:

In the Details of your courses, you will see the image below.

Click into the Midyear Exam or Final Exam box and edit the ratio.

You can also check the box “Apply weights to other selected classes” and a list of your classes will appear.

Just check the class or classes that you want to have the same weights and click SAVE.

Also, you can view a list of your calculation override records on the new Calculation Overrides side-tab (Staff view, Tools> Calculation Overrides).

You can also delete these records, causing those course sections to revert to the default grade calculation.

Please keep in mind that ONLY exam weights are to be changed.

HS & MS: Run a Report to View Progress Report Comments

This report lists all of your classes and will allow you to view the following:

  • your comments in text as the students see them instead of just seeing the number code via the Gradebook Sheet report

  • Middle School Only: Student’s mid term grade

Go to your STUDENT top tab, click REPORTS and choose Progress Report Audit

The Pop-up box below will appear.

It defaults to the current term but you can select any term.

The ONLY thing you need to enter is your name in the Search Value under Teacher

Enter your name in the Search Value EXACTLY as it appears in the upper left of your screen.

So for me, I would enter Jones, Debra

(Do not forget to put a space after the comma.)

Click Here to see visual aide

Then click Run

HS & MS: Run a Report to View Report Card Comments and Grades

This report lists all of your classes and will allow you to view the following:

  • your comments in text as the students see them instead of just seeing the number code via the Gradebook Sheet report

  • Quarter grade

  • Final Grade

  • High School Only: Mid Term Exam & Final Exam

Go to your STUDENT top tab, click REPORTS and choose Report Card Audit

The Pop-up box below will appear.

It defaults to the current term but you can select any term.

The ONLY thing you need to enter is your name in the Search Value under Teacher

Enter your name in the Search Value EXACTLY as it appears in the upper left of your screen.

So for me, I would enter Jones, Debra

(Do not forget to put a space after the comma.)

Click Here for Visual Aide

HS & MS: Q1 Report Card Process

Posting Grades for Quarter 1 Report Cards

1. Click the Gradebook tab, and select the check box next to the section you want to post grades for

2. Click the Scores tab

3. After all Q1 assignments have been graded and entered into your grade book, choose Post Columns – Term from the Grade Columns drop down

4. Make sure Term is Quarter 1

5. Go to OPTIONS > Update Post Columns

6. In Step 1 of the wizard, choose Quarter 1 for the Grade Term and make sure Grades to Update reads Term grades for all students

7. In Step 2 of the wizard, choose “Average:Q1 Average” for the Q1 Grade

8. In Step 3 (final step), verify that you have chosen the correct columns and click FINISH

9. View the grades in the Q1 column, add your comments (click in a comment cell and use ctrl+l to see the comment list)

10. Once you are satisfied with the column entries, go to OPTIONS > Post Grades or click Post Grades in the upper right of the Scores page

11. Verify that you have chosen the correct information and click OK

12. Pins will turn red*

13. To view your posted grades, go to Reports and run the Gradebook Sheet report (you will see grades and comment numbers but not comment text)

*Multiple posts allowed

This means that during the posting window dates you can complete the above steps as many times as you need to resend grades.

Keep in mind that pins will remain red after posting and will turn black when the window closes.

MS: Q2 Report Card Process

Posting Grades for Quarter 2 Report Cards

1. Click the Gradebook tab, and select the check box next to the section you want to post grades for

2. Click the Scores tab

3. After all Q2 assignments have been graded and entered into your grade book, choose Post Columns – Term from the Grade Columns drop down

4. Make sure Term is Quarter 2

5. Go to OPTIONS > Update Post Columns

6. In Step 1 of the wizard, choose Quarter 2 for the Grade Term and make sure Grades to Update reads Term grades for all students

7. In Step 2 of the wizard, choose “Average:Q2 Average” for the Q2 Grade

8. In Step 3 (final step), verify that you have chosen the correct columns and click FINISH

9. View the grades in the Q2 column, add your comments (click in a comment cell and use ctrl+l to see the comment list)

10. Once you are satisfied with the column entries, go to OPTIONS > Post Grades or click Post Grades in the upper right of the Scores page

11. Verify that you have chosen the correct information and click OK

12. Pins will turn red*

13. To view your posted grades, go to Reports and run the Gradebook Sheet report (you will see grades and comment numbers but not comment text)

*Multiple posts allowed

This means that during the posting window dates you can complete the above steps as many times as you need to resend grades.

Keep in mind that pins will remain red after posting and will turn black when the window closes.

HS: Q2 Report Card Process

Posting Grades for Quarter 2 Report Cards

1. Click the Gradebook tab, and select the check box next to the section you want to post grades for

2. Click the Scores tab

3. After all Q2 assignments have been graded and entered into your grade book, choose Post Columns – Term from the Grade Columns drop down

4. Make sure Term is Quarter 2

5. Go to OPTIONS > Update Post Columns

6. In Step 1 of the wizard, choose Quarter 2 for the Grade Term and make sure Grades to Update reads Term grades for all students

7. In Step 2 of the wizard, choose “Average:Q2 Average” for the Q2 Grade

8. In Step 3 (final step), verify that you have chosen the correct columns and click FINISH

9. View the grades in the Q2 column, add your comments (click in a comment cell and use ctrl+l to see the comment list)

10. Manually enter mid-term exam grades in the appropriate column

FOR S1 COURSES ONLY: Enter your Final Exam grades then click UPDATE in the Final Grade column to automatically calculate and enter the final grade.

11. Once you are satisfied with the column entries, got to OPTIONS>Post Grades or click Post Grades in the upper right of the Scores page

12. Verify that you have chosen the correct information and click OK

13. Pins will turn RED*

14. To view your posted grades, go to Reports and run the Gradebook Sheet Report (you will see grades and comment numbers but not comment text)

*Multiple posts allowed

This means that during the posting window dates you can complete the above steps as many times as you need to resend grades.

HS & MS: Q3 Report Card Process

Posting Grades for Quarter 3 Report Cards

1. Click the Gradebook tab, and select the check box next to the section you want to post grades for

2. Click the Scores tab

3. After all Q3 assignments have been graded and entered into your grade book, choose Post Columns – Term from the Grade Columns drop down

4. Make sure Term is Quarter 3

5. Go to OPTIONS > Update Post Columns

6. In Step 1 of the wizard, choose Quarter 3 for the Grade Term and make sure Grades to Update reads Term grades for all students

7. In Step 2 of the wizard, choose “Average:Q3 Average” for the Q3 Grade

8. In Step 3 (final step), verify that you have chosen the correct columns and click FINISH

9. View the grades in the Q3 column, add your comments (click in a comment cell and use ctrl+l to see the comment list)

10. Once you are satisfied with the column entries, go to OPTIONS > Post Grades or click Post Grades in the upper right of the Scores page

11. Verify that you have chosen the correct information and click OK

12. Pins will turn red*

13. To view your posted grades, go to Reports and run the Gradebook Sheet report (you will see grades and comment numbers but not comment text)

*Multiple posts allowed

This means that during the posting window dates you can complete the above steps as many times as you need to resend grades.

Keep in mind that pins will remain red after posting and will turn black when the window closes.

HS: Q4 Report Card Process

Posting Grades for Quarter 4 Report Cards

1. Click the Gradebook tab, and select the check box next to the section you want to post grades for

2. Click the Scores tab

3. After all Q4 assignments have been graded and entered into your grade book, choose Post Columns – Term from the Grade Columns drop down

4. Make sure Term is Quarter 4

5. Go to OPTIONS > Update Post Columns

6. In Step 1 of the wizard, choose Quarter 4 for the Grade Term and make sure Grades to Update reads Term grades for all students

7. In Step 2 of the wizard, choose “Average:Q4 Average” for the Q4 Grade

8. In Step 3 (final step), verify that you have chosen the correct columns and click FINISH

9. View the grades in the Q4 column, add your comments (click in a comment cell and use ctrl+l to see the comment list)

10. Enter your Final Exam grades then click UPDATE in the Final Grade column to automatically calculate and enter the final grade.

11. Once you are satisfied with the column entries, go to OPTIONS > Post Grades or click Post Grades in the upper right of the Scores page

12. Verify that you have chosen the correct information and click OK

13. Pins will turn red*

14. To view your posted grades, go to Reports and run the Gradebook Sheet report (you will see grades and comment numbers but not comment text)

*Multiple posts allowed

This means that during the posting window dates you can complete the above steps as many times as you need to resend grades.

Keep in mind that pins will remain red after posting and will turn black when the window closes.

MS: Q4 Report Card Process

Posting Grades for Quarter 4 Report Cards

1. Click the Gradebook tab, and select the check box next to the section you want to post grades for

2. Click the Scores tab

3. After all Q4 assignments have been graded and entered into your grade book, choose Post Columns – Term from the Grade Columns drop down

4. Make sure Term is Quarter 4

5. Go to OPTIONS > Update Post Columns

6. In Step 1 of the wizard, choose Quarter 4 for the Grade Term and make sure Grades to Update reads Term grades for all students

7. In Step 2 of the wizard, choose “Average:Q4 Average” for the Q4 Grade

8. In Step 3 (final step), verify that you have chosen the correct columns and click FINISH

9. View the grades in the Q4 column, add your comments (click in a comment cell and use ctrl+l to see the comment list)

10. Enter your Final Exam grades then click UPDATE above the Final Grade column to automatically calculate and enter the final grade.

11. Once you are satisfied with the column entries, go to OPTIONS > Post Grades or click Post Grades in the upper right of the Scores page

12. Verify that you have chosen the correct information and click OK

13. Pins will turn red*

14. To view your posted grades, go to Reports and run the Gradebook Sheet report(you will see grades and comment numbers but not comment text)

*Multiple posts allowed

This means that during the posting window dates you can complete the above steps as many times as you need to resend grades.

Keep in mind that pins will remain red after posting and will turn black when the window closes.