If the following Frequently Asked Questions do not address your specific question, you can contact me or visit the Gradekeeper Yahoo group to see if someone else has asked the same question.
Setting up a new class
How can I set up the days when school is not in session?
How can I avoid typing in student names for each of my subjects?
How can I avoid setting up the same gradebook options for every new class?
How can I avoid retyping the same assignment in each section of a class?
Scores and grade computation
How can I excuse an assignment for one student?
How can I have an assignment that applies to only some students?
Can I enter a letter grade for a score on an assignment?
Can I enter a percent for a score on an assignment?
Can I round to the nearest whole percent?
Can I drop more than one worst score?
How can I curve an assignment?
Reports and email reports
How can I print the student scores report for just one student?
How can I print a single report for all subjects in my elementary classroom?
How can I create a custom report?
How can I email reports to parents?
How can I send email reports if I use a web-based email service?
Posting reports online
How can students and parents access my grades online?
Isn't posting grades online a violation of FERPA?
Downloading, installing, and using Gradekeeper
How do I access my Gradekeeper account from home?
Can I use Gradekeeper on both Mac OS X and Windows?
How can I find out about new versions when they are released?
When I open a class with the new version of Gradekeeper my assignments and scores are gone!
How do I enter my name and registration code when downloading so I won't be charged again?
How do I enter the registration code I received when I paid for Gradekeeper?
When I run the Mac OS X installer, what is the password it asks for?
When I run the Windows installer, I get an error message.
Paying for Gradekeeper
What are the limitations on a school or district license?
Do I need to pay twice to use Gradekeeper at home and at school?
Is the payment an annual payment?
How can I pay by check or money order?
How can I pay with a school purchase order?
Is it safe to pay for Gradekeeper online with my credit card?
When will I receive my CD?
Who is Kagi?
Palm and Pocket PC
I installed the Palm application, but it says there are no subjects.
I am having problems doing a Hotsync. What should I do?
Why does the Pocket PC installer say that my device is not compatible with Gradekeeper?
Problems
I forgot the password for one of my classes. How can I open that class?
When I print, I get an error message. What am I doing wrong?
Why do some items get cut off in the Gradebook Options dialog?
Why does my Gradekeeper menu look strange?
What is your phone number? What is your fax number?
How can I set up the days when school is not in session?
In the attendance grid, click on a date to make it a non-school day. Click it again to make it a school day. You cannot edit attendance for non-school days. You can choose to hide non-school days by choosing Hide Non-School Days from the Gradebook menu. Note that non-school days must be shown before you add additional non-school days.
How can I avoid typing in student names for each of my subjects?
If you teach different subjects to the same students, create one class for the first subject. Set up any options common to all subjects, like the school year. Enter student names and ID's. Save normally. Now use Save As from the File menu to save copies of that class under different names, once for each additional subject.
How can I avoid setting up the same gradebook options for every new class?
Create a new class, set up your options, and save that class. This saved class can then serve as a template for your new classes. To create a new class, open this saved class, then do Save As from the File menu, and save a copy of the template under a new name.
How can I avoid retyping the same assignment in each section of a class?
You can right click (or control click for Mac OS X) in the assignment header for any column to show a list of recent assignments. Choose one of those assignments to fill in that assignment's date, name, category, and points possible.
How can I excuse an assignment for one student?
You can enter a score of "Exc" to excuse an assignment for one student. When adding a new student to a class, you you can use the Fill Across command to enter a score of "Exc" for all assignments the new student missed. Enter the first "Exc" and without hitting return, choose Fill Across from the Edit menu.
How can I have an assignment that applies to only some students?
You can have an assignment apply to some students and not others by excusing that assignment for students to whom it does not apply. To make this clear on reports, you may want to add a special score (perhaps "n/a") in your gradebook options under scores to indicate this.
Can I enter a letter grade for a score on an assignment?
You can enter letter grades for scores for any assignment. The letter grade you enter will immediately be converted to a numeric score. The percent for the letter grade you entered is averaged with the percent for the next higher letter grade. That percent is multiplied by the points possible on the assignment to determine the score.
Can I enter a percent for a score on an assignment?
You can enter percents for scores. The percent will be converted to a score by multiplying that percent by the points possible for that assignment. The percent you enter must include the percent sign, or it will be treated as a normal score.
Can I round to the nearest whole percent?
In your grading options you can choose to round to the nearest whole percent or the nearest tenth of a percent. This choice will also apply when converting percents to grades. For example, if you choose to round to the nearest whole percent, students earning 92.5% will earn an A if the percent required for an A is 93%.
Can I drop more than one worst score?
Gradekeeper does allow you to drop up to 4 worst scores from each category (up to a total of 12). The worst scores will be those that, when dropped, most improve a student's grade within that category. The worst scores are not always the lowest scores.
Determining which scores to drop is not simple. Dropping the worst score and repeating will not always drop the ideal combination of scores. One popular gradebook program uses this incorrect method, resulting in errors of as much as 2% in computed grades!
Gradekeeper uses a method that quickly and efficiently considers all the possible combinations of worst scores, giving you the best combination of worst scores, so you won't need to worry about students or parents giving you grief about incorrect grade computation.
How can I curve an assignment?
First, select an assignment. In the gradebook, click the column number for the assignment. Or, in the Assignment Scores report, scroll until the assignment is visible in the window. Then choose Curve Assignment from the Edit menu. The current high score, low score, and average score are shown. Enter a new high score, low score, and average score, or use the suggested values. You can choose to round to the nearest whole score. Click OK to curve the assignment.
The curve command will change each student score as follows:
newscore = ((newmax - newavg) / (oldmax - oldavg)) * (oldscore - oldavg) + newavg
Basically, each student score is positioned relative to the desired new average score. Note that student scores can be reduced if the new low score is less than the old low score.
How can I print the student scores report for just one student?
First choose Student Scores from the Reports menu. Scroll to the student report you want to print. In the Mac OS X version of Gradekeeper, click in the report window. In the Windows version of Gradekeeper, right-click in the report window. Then choose Print from the pop-up menu. When the print dialog appears, click OK or Print.
How can I print a single report for all subjects in my elementary classroom?
First choose Multiple Class Report from the Reports menu. Choose the classes you want to include in this report and click OK. Then do report options and choose the items you want in the multiple class report. It is important that each student's name is exactly the same in all classes. For example, do not use middle initials in some classes and not in others.
How can I create a custom report?
You can use the export to text capability of Gradekeeper together with the mail merge capability of Microsoft Word to create custom form letters and reports. There are step-by-step instructions for Microsoft Word 97, Microsoft Word XP, and Microsoft Word X (for Mac OS X).
How can I email reports to parents?
You can use the email report commands in the file menu to send email reports to all students in a class. Or you can choose the report you want from the reports menu, scroll to the student you want, right click in the window, and choose to email that report for that student.
Before sending email reports you must set up email addresses for each of your students and set up your email address and SMTP server information. Choose Edit Email Addresses from the Edit menu to set up student email addresses. Choose Edit Email Server from the Edit menu to set up your email address and SMTP server information.
How can I send email reports if I use a web-based email service?
You need access to an SMTP server to send email reports from Gradekeeper. Check the email account settings in your email client to find your SMTP server and port. Many web based email services will have an SMTP server you can use.
The Mac OS X version of Gradekeeper can use SMTP servers that require TLS security. The Windows version of Gradekeeper cannot use SMTP servers that require either SSL or TLS security. Gmail will work with the Mac OS X version of Gradekeeper if you use port 587.
If you do not have access to an SMTP server that will work with Gradekeeper, you can use AuthSMTP. For $24 per year, you can use their SMTP server to send up to 1000 email messages per month.
You can use Export to Web from the File menu to have Gradekeeper create all the web pages for your web site, but you need to upload those web pages to a web site that you have access to. Your school may have a web site you can use, your internet provider may allow you to have your own web site.
To upload your web pages to your web site, you will need to use an FTP application. FTP is File Transfer Protocol, the method used to move web pages from your hard drive to your web site. If you are using Mac OS X, you can use Fetch. If you are using Windows, you can use FTP Explorer. Both offer free licenses to educational users.
Gradekeeper also partners with Edline, School Center, SchoolFusion, SchoolSpeak, TeacherWeb®, and The Homework Site to make it easy to post grades online so parents and students can access them securely. Or your school can use the open source Online Grades software for free and set up online access to grades on their own web server.
Isn't posting grades online a violation of FERPA?
FERPA (the Family Educational Records Privacy Act) protects the privacy of student records. Using Gradekeeper's export to web capability does not violate FERPA, as long as you take the proper precautions. You can read more detailed information about Gradekeeper and FERPA.
How do I access my Gradekeeper account from home?
There is no such thing as a Gradekeeper "account" since Gradekeeper is not an online service. You must have the program installed on any computer you want to use it on. You must also have access to any classes you saved. You can copy your classes to a flash drive to bring with you.
Can I use Gradekeeper on both Mac OS X and Windows?
Gradekeeper is available for both Windows and Mac OS X and classes created on one platform can be opened on the other. The Mac OS X version of Gradekeeper can open any class that has the .grk file extension by choosing Open from the File menu.
For Mac OS X, you can use Get Info in the File menu to specify that Gradekeeper should open all files with the .grk file extension. When you create classes on a Mac OS X computer, always add the .grk file extension. This tells Windows that these files should be opened using Gradekeeper.
How can I find out about new versions when they are released?
You can subscribe to Version Tracker to have them notify you when any of the software you use is updated. You can join the Gradekeeper Yahoo group to learn about new versions of Gradekeeper, try beta releases of those new versions, ask questions or make suggestions, and communicate with other teachers who use Gradekeeper.
When I open a class with the new version of Gradekeeper my assignments and scores are gone!
Your assignments and scores have not disappeared. You are just not in the correct term in the school year. You need to choose the correct term from the Gradebook menu. Sometimes the program cannot determine which term to open in after converting to a new version until you tell it.
How do I enter my name and registration code when downloading so I won't be charged again?
Downloading does not cost anything. You are only charged when you choose to pay. You do not need to enter your registration code when downloading. When you run the program, after downloading and installing, you may see a reminder to pay window. Click Enter Code at the bottom of that window, and you will be able to enter your name and registration code. If you do not see that reminder, the program was able to find that information on your computer.
How do I enter the registration code I received when I paid for Gradekeeper?
When you run Gradekeeper, you will see a reminder to pay window. Click the Enter Code button. Enter the registration name and code. You must enter them exactly as they appear on the e-mail you received when you registered, including upper and lower case.
When I run the Mac OS X installer, what is the password it asks for?
The Mac OS X installer is asking for the username and password for your computer. This is to get permission to install software on that computer. You can find your username in the Log Out menu item in the Apple menu. The password might be blank, or it might be whatever you usually use.
When I run the Windows installer, I get an error message.
The Windows installer must run from an account that has permission to install software. If you are installing at home, this should not be an issue. But many school computers are set up so that only your tech support people can install software.
Another possibility is an incomplete or corrupt download. Try doing a new download from the Gradekeeper web site. You should empty your web browser's cache to make sure it really does a new download. You can also try right clicking the download link. This will bring up a menu. Choose to save target to disk (the wording of the menu item may vary). Choose to save to the desktop.
A school license allows everyone at your school or university department to use Gradekeeper. A district license allows everyone at your district or university to use Gradekeeper. There is no limitation on the number of users under a school or district license. All licenses allow use of both Mac OS X and Windows versions, both at home and at school.
A single license allows you to use Gradekeeper on as many computers as you want, so long as you are the one using the program. You can use both Mac OS X and Windows versions of Gradekeeper, at home and at school. You only pay once.
Is the payment an annual payment?
The payment is a one time payment. It allows you (for an individual license), your school or university department (for a school license), or your district or university (for a district license) to use the program forever, including new versions, both Mac OS X and Windows, at home and at school. You only pay once.
How can I pay by check or money order?
To pay with a check or money order, complete the online order form and choose the check or money order payment method. You will be given a payment form. Print your payment form and send it to Kagi with your payment. You will receive your registration code by e-mail when Kagi receives your payment.
To pay with a school purchase order, complete the online order form and choose the purchase order payment method. You will be given an invoice. Print your invoice and send it to Kagi with your payment. You will receive your registration code by e-mail when Kagi receives your payment.
Is it safe to pay for Gradekeeper online with my credit card?
When you purchase Gradekeeper online, you are using an online store provided by Kagi, a respected e-commerce provider. They use the latest security features to protect your credit card and your personal information. Using your credit card online at Kagi is as safe as using it in a store or restaurant.
When will I receive my CD?
When you purchase a Gradekeeper license, Kagi will include a CD for an extra charge. This CD includes installers for the current Mac OS X and Windows versions of Gradekeeper. You may remove this item from your shopping cart if you do not want the CD. You should receive your CD within about a week.
Kagi is the company that handles my payments. Kagi handles payments for many software companies.
I installed the Palm application, but it says there are no subjects.
Before using the Gradekeeper Palm application, you must enable HotSync for one or more classes and then do a HotSync. This will copy those classes to your handheld, so you can access them with the Palm application. To enable HotSync for a class, open the class with Gradekeeper and choose Enable HotSync from the File menu.
I am having problems doing a Hotsync. What should I do?
Check the version of the Palm OS on your handheld (version 4.0 or later is required) and check the version of the Palm desktop software (version 4.0 or later is required). Check to make sure that you are using the most recent version of Gradekeeper. Make sure that you enabled Hotsync for each class from Gradekeeper.
There are more detailed suggestions on the Palm troubleshooting web page.
Why does the Pocket PC installer say that my device is not compatible with Gradekeeper?
Version 5.9 and later of the Pocket PC application requires Pocket PC 2003 Second Edition. Most manufacturers will have updaters available for their handhelds. Unfortunately, HP is not planning to do this for iPaqs. If you are unable to update your Pocket PC, you may use this installer. You will see a warning that the application may not work with this version of Windows. You may safely ignore this warning.
I forgot the password for one of my classes. How can I open that class?
First, keep in mind that passwords are case sensitive. Make sure the caps lock key is not on, or that you are using upper and lower case if your password includes both upper and lower case letters.
You can enter your registration code (the six digit number you received when you paid for Gradekeeper) in place of your password. You should use your registration code as your old password to enter a new password. Write the new password down and keep it in a safe place. You must use the registration code that was used on that computer to register Gradekeeper.
If you're using an older printer (especially Hewlett-Packard printers), the printer software may not be able to handle newer printing commands. Visit the web site of the printer manufacturer (like http://www.hp.com for Hewlett-Packard), and download the latest software for your printer. This will usually fix printing problems you may experience.
If you're using Mac OS X, make sure you're using the Mac OS X version of Gradekeeper. Printing from the classic environment in Mac OS X does not work well for many applications.
Why do some items get cut off in the Gradebook Options dialog?
Windows is responsible for making everything fit in the dialog.
Reinstall any fonts you removed from your computer. Gradekeeper uses the Arial font and Windows assumes all of these fonts are present, and will substitute other fonts if they are not available. But those fonts may be different sizes, and this will cause problems.
Changing the dots per inch for the display font may also help fix the problem. Right click on your desktop (but not on any icon). This brings up a menu. Choose Properties. Click the Settings tab. Click Advanced at the bottom. Choose Small Fonts. Make sure it says 96 dpi.
Why does my Gradekeeper menu look strange?
This is a Windows bug involving a corrupted registry entry. To fix it, start regedit.exe (in the Windows directory on your hard drive). Open HKEY_CURRENT_USER, then Control Panel, then click once on Desktop. On the right side, find User Preferences Mask. Its value is several pairs of hexidecimal digits. The second to last pair will probably be 05. Change the 05 pair to 07. Then quit regedit.exe and log off that account, then log in again.
I do not have a business phone number or a fax number. I cannot accept phone calls about Gradekeeper since I teach during the day. Please use my feedback page for all your questions or comments. I can usually reply the same day.