Guide
Manual entry & imports
Bring prior history into RecordGrade—either as simple transcript lines, or as full historic school years with unit grades.
On this page
Two migration paths
When moving past records into RecordGrade, pick one approach per academic year. You can use both paths for different years (or different students). Manual years and live school years never merge—even with the same title they appear as separate year blocks on the transcript.
| Path 1: Manual Entry | Path 2: Full historic setup | |
|---|---|---|
| What you get | Lines on the transcript and permanent record | Live unit grades, report cards, performance/progress for those years, optional attendance year totals |
| What you must create | Students (and categories if you use them on lines). No school years, terms, or courses required in the system | Historic school years + terms, year enrollments, courses/units, then unit grade import (and optional attendance import) |
| Best for | Large imports and transfer/pre-RecordGrade history you will not re-teach | History you want to print as report cards or analyze like current years |
| Tradeoff | Faster; no term report cards or performance charts for those years | Much more setup time; full product features for those years |
Recommendation
For most large migrations, use Manual Record Entry (Path 1). Use Path 2 only when you need report cards or performance metrics on historic years and can invest the setup time.
Path 1: Manual record entry
Students → Manual Record Entry
Creates transcript / permanent-record lines only. Years and courses on these lines are labels you type (e.g. “2021–2022”, “Algebra I”)—they do not need to exist as school years or courses under Years / Assignments. Optional present/absent on a manual year feed permanent-record attendance for that synthetic year (tardy is not used there).
- Add Year — labeled year, then courses with category, grade, and credits. Grade may be a percent (0–100), empty, Pass (or P), No Pass (or NP), or Withdraw (or W). Use No Pass, not Fail or F. Pass and blank grades print as P when Settings → Reports → Show Pass/No Pass is on. No Pass and Withdraw print NP/W with 0 credit. None of these are in GPA.
- Import — CSV of manual years/courses (same grade values; template on the dialog).
Not for current-year teaching—use courses + Test Scores for work you are teaching now.
Path 2: Full historic years (report cards & metrics)
Rebuild enough structure that historic years behave like live years:
- Create students (or import the roster).
- Create each historic school year with terms (set terms carefully before locking grades).
- Year-enroll students for each year.
- Create courses and units (and categories / test patterns as needed).
- Course-enroll as needed, or rely on unit-grade import to enroll into courses.
- Import unit grades per student/year (or enter and lock on the grid)—see below.
- Optionally import attendance year totals under Settings → Reports → Attendance for migration present/absent/tardy without daily marks—see Attendance.
Advantage: report cards, performance, progress, and related tools for those years. Downside: much longer than Manual Entry for large past histories.
CSV imports (where)
- Students, year enrollments, courses/units, manual entries, unit grades, course enrollments, attendance year totals, lessons—each dialog has its own template.
Try a few rows first. Names (courses, categories, students) must match what exists in the school when the import expects existing records (or use student numbers where the template allows).
Import unit grades
Students → Grades → Import — one student, selected year. Used mainly on Path 2.
Columns: Course, Unit, Grade (0–100 or SKIP / empty), Date (must fall in a term), Credit. Example file on the dialog.
- Student must be year-enrolled.
- If not yet in the course, import enrolls them in the course for that year.
- Existing unit grade for same student+unit is updated.
- Export already writes
SKIPfor skips so files can round-trip.
Unit import does not create year enrollments or terms—create those first.
Common questions
Which migration path should I choose?
Manual Entry for most large imports and for history you only need on the transcript/permanent record. Full historic years only if you need report cards or performance metrics for those years and accept the extra setup (years, terms, courses, enrollments, unit grades).
Can I mix Manual Entry and live unit grades for the same year?
They do not merge into one year. A manual-entry year and a live school year are separate records—even if you give them the same title (e.g. both “2022–2023”). On the transcript and permanent record you will see two different year blocks with that name, not a single combined year.
Prefer one path per calendar/academic year so history stays clear. Use Manual Entry for past years you are not rebuilding in the system; use live years + unit grades for years you teach (or fully migrate) inside RecordGrade.
Does Manual Entry require school years or courses in Assignments?
No. Manual years and course titles are free-text lines for the transcript and permanent record only. That is why Path 1 is faster for bulk migration.
Attendance on each path
Manual years can store present/absent on the manual year itself for permanent-record style totals. Path 2 can use daily attendance and/or imported year totals under Settings → Reports → Attendance.
Import failed half-way—what was saved?
Depends on the importer. Many show per-row errors and only import valid rows. Re-download a template, fix names, and re-run. Contact customer support for details if a specific import left partial data you cannot reconcile.
What can I put in the grade column?
A number 0–100, blank, Pass (or P), No Pass (or NP), or Withdraw (or W). Fail and F are rejected — type No Pass. Pass is dropped (no percent). No Pass and Withdraw save no percent, 0 credit, and print NP or W.
Deleting a manual year
Removes that manual year and its course lines from the student’s permanent record/transcript feed. Confirm before deleting.