Frequently Asked Questions
This section answers many frequently asked questions concerning
PowerGrade. The answers to these questions assume that you have
a basic understanding of the terms used.
Backups
How do I back up my PowerGrade data?
The easiest way to back up your data is to choose File > Make
Backup. This command sends a copy of your data file to the PowerSchool
server. The PowerSchool server generally stores the last five backups
you made. Note that making a backup to the PowerSchool server is
different than just saving your work. A backup to the PowerSchool
server saves not only the grades and assignments, but also items
such as customized settings, preferences, and notes. If your computer
crashes, retrieve students' grades from the PowerSchool server;
however, if you do not make a backup of your data file, all the
personalized settings are lost.
Alternatively, make a copy of your PowerSchool data file on your
computer for use as a backup. Use the extension ".data"
(Mac) or ".4DD" (Windows) on the data file. To make a
backup, copy your PowerGrade data file to another location: the
PowerSchool server, a network server, an external disk, or any combination
of these.
It is a good idea to keep several backups; you might want to use
both of these methods to back up your data file after every PowerGrade
session. If you are not sure how to make a backup or which is your
data file, contact your PowerSchool administrator.
How often should I make backups of my PowerGrade data?
PowerGrade, like all software, must be backed up frequently. The
recommendation is to back up once a day.
Where are backups stored?
The backups are stored on your PowerSchool server in a folder named
PowerGrade Backups. If you need to retrieve a backup file from the
server, see the section "Exchange
Information With the PowerSchool Server." To retrieve a
backup stored locally, see the section "Backups."
Data File
What is a data file?
Your data file is where the system stores all your gradebook data
and customized settings. It records everything you save in PowerGrade.
Whenever you save your work in PowerGrade, all assignments, grades,
and log entries are saved to your computer and on the PowerSchool
server, if connected. However, any PowerGrade customizations are
not sent to PowerSchool; preferences and other individual settings
save only to your local computer.
Extra Credit
How do I set up extra credit?
Create an assignment with zero points possible so that it does
not count against students who do not have a score for it. When
students turn in extra credit, enter the score for this assignment.
The points count towards their grades; however, since you set up
the assignment with zero points possible, not having a score for
this extra credit assignment does not count against students' final
grades.
Multiple Teachers Sharing One Computer
Can multiple teachers share a computer
to keep grades?
Yes, though it is especially important to back up data files when
teachers share the same computer. On Macintosh computers, the data
file ends with .".data," while data files on PCs end in
".4DD". Simply make a copy of this file and place it in
a safe backup location, such as on the PowerSchool server, a network
server, or an external disk. There are two ways to manage multiple
PowerGrade users on a single computer:
Method 1
The recommended method is straightforward and most likely to prevent
one teacher from opening the files of another. Install and set up
a completely separate, independent copy of PowerGrade for each teacher.
If two teachers, Mr. Johnson and Ms. Taylor, share a computer, create
one folder named PowerGradeÑJohnson and another named PowerGradeÑTaylor.
Store their respective copies of PowerGrade in their own folders
and put icons for each on the desktop. Each teacher double-clicks
the icon to open the appropriate PowerGrade data file.
Method 2
This method needs only one PowerGrade application and one folder
on the computer, but users must pay attention when opening the program.
Load a single copy of PowerGrade on the computer with each teacher
having a data file. Immediately after starting PowerGrade, press
Option (Mac) or Alt (Windows). PowerGrade displays a dialog asking
the user to select a data file. Select the appropriate data file
and click Open. If you do not press and hold the key, PowerGrade
remembers and opens the last data file used, which may or may not
be yours. It is important to set PowerGrade passwords for each user
when using this method.
Also, remember that users share the same report templates. This
should not be a problem since users are not required to use templates
they do not need but can create new ones, if necessary.
What is the difference between a PowerGrade password and the PowerSchool
connectivity key?
You enter your PowerGrade password to open your PowerGrade data
file. You choose the password and set it yourself so that no one
else, such as a student, can open the file and view or change
data. Set a PowerGrade password by choosing File > Preferences;
then click the General tab. The PowerSchool connectivity key allows
the PowerGrade program at your local computer to communicate with
the PowerSchool server at your school. Your PowerSchool administrator
most likely chooses and sets this password. Do not set or change
the PowerSchool connectivity key unless instructed to do so by your
PowerSchool administrator.
Printing
Can I print an individual student report for several students
at one time?
Yes. Press and hold Command (Mac) or Control (Windows) as you click
the names of the students you want to include on the report. If
the names are consecutive on the list, click the first name, scroll
to the last student name you want, press Shift, and then click the
last student's name.
Is there an easy way to preview a report before printing?
Yes. Open PowerGrade to the class. Choose Reports > Preview
Report. Select the appropriate report. Alternatively, if you are
editing the report, click Preview at the bottom of the page to preview
the report you are editing.
PowerGrade Preferences
How can I change the color of the font and background of my spreadsheet?
Choose File > Preferences. Change a number of settings related
to the spreadsheet, including the font and background color.
What is the "Apply to other classes in group" option?
How do I group classes together?
When adding an assignment to a class, you have the option to select
the "Apply to other classes in group" checkbox. If you
do this, the system adds the assignment to both the current class
and the other classes in the same class group.
To put classes in a group, open PowerGrade to the class. Choose
Windows > Class Information. Enter a class group name. You create
a class group when you enter the same name into two or more classes.
Spell the group name the same for all classes in the same group;
otherwise, PowerGrade creates separate groups.
Can I have PowerGrade warn me before I change a score?
Yes. Open PowerGrade to the class and choose File > Preferences.
Click the Notification tab and make the selections. Your selections
apply to all classes.
Multiple Data Files
Can I use multiple PowerGrade data files?
Yes. The most common reason for doing this is to allow multiple
teachers to share a single copy of PowerGrade. For tips on using
multiple data files, see the section "Can
Multiple Teachers Share a Computer to Keep Grades?"
PowerGrade Version Number
How do I know that I am using the most current version of PowerGrade?
When PowerGrade starts, the version is noted just below the PowerGrade
logo. Compare that version number with the updated version number
on the PowerSchool Customer Support Web site at https://support.powerschool.com/ or on PowerSchool Teacher. If you have an older version of PowerGrade, contact your PowerSchool
administrator regarding PowerGrade updates.
Work Remotely
How do I use PowerGrade at home?
To use PowerGrade from home or another remote computer, you need a copy of the PowerGrade application on your remote
computer. Remember that the PowerGrade application is not the same
thing as your PowerGrade data file. Either copy the PowerGrade application
from your computer at school or download it from the PowerSchool Customer Support Web site at https://support.powerschool.com/ when you
are remote.
For installation instructions, see the section "Installation."
Note: The PowerGrade application is too large to fit on
a floppy disk, so you need some other method of transporting the
program. A Zip disk or other removable disk drive works well. If
this is not available, log in to the Web from your remote computer
and download the application from the address above. If you have
questions about how to do this, contact your PowerSchool administrator.
Before leaving school:
- In PowerGrade, choose File > Save to ensure that the PowerSchool server has the most current class information.
- Choose File > Preferences and document the settings in the Scores tab. If you did not change the default settings, you can skip this step.
Note: The Scores information is important for proper display of scores on the spreadsheet. If the Scores information on the two computers are not identical, it is possible for question marks ("???") to display instead of entered scores. To display scores instead of question marks, change the Scores information to match the settings on the school computer.
-
Choose Windows > Final Grades Setup and document the settings. If you did not change the default settings, you can skip this step.
When working at home or on another remote computer:
- In PowerGrade, choose File > Preferences and enter the information documented from the school computer. If you did not change the default settings, you can skip this step.
- Choose a class from the Classes menu.
- Choose Windows > Final Grades Setup and enter the information from the school computer. If you did not change the default settings, you can skip this step.
- Choose Utilities > "Restore Scores from Server" and click Yes to restore scores to the local computer. The information that now displays on the class spreadsheet is the same as what displayed on the school computer before leaving school.
- Choose File > Save.
If you change any information on the class spreadsheet while working at home,
such as adding, editing, or deleting assignments or scores, be sure to choose
File > Save so that the PowerSchool server is updated.
If you change any information on the Scores tab on the Preferences page while at home, you must make these changes to the Scores tab on the Preferences page on your computer at school.
Upon returning to school:
- In PowerGrade, open a class that you modified while working remotely.
Important: Do not change any information on the class spreadsheet before performing the next step.
-
Choose Utilities > "Restore Scores from Server" and click Yes to restore scores to the local computer. The changes or additions made on the remote computer appear on the spreadsheet.
- Choose File > Save.
What if I want to work from home but do not have Internet access?
First, copy the PowerGrade application
from your computer at school and install PowerGrade on your home or remote computer. For installation instructions, see the section "Installation."
Once the PowerGrade application is loaded on your remote computer,
copy your PowerGrade data file from your computer at school to a
floppy disk. The data file extension is either ".data"
(Mac) or ".4DD" (Windows).
Unless you have a very large number of classes or you accumulated
a large number of classes in the data file, it should fit on a single
floppy disk or another portable disk format. If it does not, compress
the data file before copying it. Alternatively, send the file via
email to an account that you can access from your remote location.
Your PowerSchool administrator can assist you with this process.
When you get to your remote computer, copy the data file into your
PowerGrade folder. Do not keep more than one data file, since you
may confuse them and inadvertently record the wrong scores. When
you finish working remotely, either take the portable disk or send
the data file via email back to school, and copy the new data onto
your data file there.
Note: It is very important to always keep track of your
most current data file. If you confuse them, you could inadvertently
overwrite the scores. Make backups frequently, and date them.
Assignments
How do I change an assignment name, points possible, or category
after it is set up?
Open PowerGrade to the class. Choose Windows > Assignments.
Select the appropriate assignment. Change the necessary options.
Click Accept.
How do I delete an existing assignment?
Open PowerGrade to the class. Choose Windows > Assignments.
Select the appropriate assignment. Click Delete at the bottom of
the dialog. Click Yes if you are sure you want to permanently delete
the assignment.
How do I move all scores in an assignment column up or down one
place?
To move scores down one position and insert a blank score, select
the cell where you want a blank score inserted. Open PowerGrade
to the class. Choose Utilities > Insert Score. Click Yes if you
are sure you want to move the scores. A new blank score is now available,
and all other scores shift down one position.
To move all scores up one, open PowerGrade to the class and select
the score to be removed. Choose Utilities > Delete Score. Click
Yes if you are sure you want to move the scores. All scores shift
up one position.
How do I override the final grade that a student is receiving?
Open PowerGrade to the class. Double-click the final grade in the
spreadsheet to open the override dialog. Enter the changes. Click
Save.
Scores
How do I enter an exempt score?
Enter a score code that you defined as Exempt on the Scores tab
of the Preferences page. Choose File > Preferences to view or
modify exempt score codes.
How do I return a score to unrecorded?
Enter a score code that you defined as Unrecorded on the Scores
tab of the Preferences page. Choose File > Preferences to view
or modify unrecorded score codes.
Some teachers use NHI to indicate that a student has not handed
in an assignment. For example, if you want to calculate NHI as zero
points earned, then enter NHI in the
Zero column of the Scores tab. In the spreadsheet, enter =NHI,
and that score appears as NHI. The points earned is zero.
Note: The codes are not case-sensitive.
You can also use this feature to create other special scores. For
example, if a student is sick and you want to make that student
exempt from any work assigned during those days, enter Sick
in a blank field in the Exempt column. Then, enter =SICK
on the class spreadsheet. That score appears as Sick and is calculated
as exempt.
Can I indicate that a student was absent and have that score count
as 0 until he or she makes it up?
Yes. Enter Absent in the "Count as Zero" column on the
Scores tab of the Preferences page. Choose File > Preferences
to view or modify unrecorded score codes.
On the class spreadsheet, enter Absent and that score not only
appears as absent on the spreadsheet and reports, but the system
also calculates the score as zero points earned.
How do I record letter grades instead of numerical scores?
PowerGrade gives you the option of using letter grades rather than
numerical scores for papers, projects, and other assignments. To
use this function, open PowerGrade to the appropriate class. Choose
Windows > Grade Scale. Enter the number in the Value field for
each grade on the scale. The value is the percentage of points possible
for the assignment that will be assigned to the student for that
letter grade.
For example, if you want to be able to record a letter grade of
B and you want a B to earn 85% of the points possible for the assignment,
enter 85 on the grade scale for the
value of B. The grade appears as a B in the gradebook, but the system
calculates the grade as 85% for the final grade.
Terms
I do not want my spreadsheet to display assignments from Quarter
1. How do I do that?
Choose File > Preferences. Click the Display tab and specify
the appropriate range of dates. This applies to all of your classes.
| 
