Post Q1 Term Grades

Aspen will automatically calculate your students’ grades based on their assignments and the averages calculation method you selected.   This two-step process (Update Post Columns and Post Grades) must be performed to post your grades.


Step 1 – Update Post Columns

  1. Make sure that all assignments for the quarter are marked as public.  You can see which assignments are public by looking at the icon at the top of the assignment column in the Scores tab.

In the example above,

  • Test 5 is Public (assignment details and grades visible to students and parents), as indicated by the small green check in the icon on the left.
  • Test 6 is Public – No Grades (assignment details visible to students and parents, grades NOT visible or included in grade calculations they can see), as indicated by the blue circle icon with the exclamation point.
  • Test 7 is Private (assignment details and grades NOT visible to students and parents or included in grade calculations they can see), as indicated by the small red circle in the icon on the left.

Click the icon to cycle the status of an assignment through the three options.

You can also see which assignments are not public by clicking on the Assignments side tab.  The assignments shown below are Public. Any assignment marked Public – no grades or Private in the Visibility column needs to be changed to Public.

  1. Go to the Scores tab and make sure you have entered all of your assignment grades.  It’s easy to forget to enter those makeups!

You may want to round some quarter grades up to the next higher grade.  You can do that just before you post – see the section below.

  1. Click on Options – Update Post Columns …

Screen Shot 2016-10-25 at 2.05.48 PM

  1. From the Grade Term drop-down, select Q1For SY 2021 only, from the Grades to update option, select Term Grades for YOG 2021 or Term Grades for YOG 2022,2023, 2024 depending on which students need their grades posted.


All other years, from the Grades to update drop-down, select Term grades for all students.  Then, click Next.  You may have to expand the window slightly to see the Next button, which is at the bottom left corner of the window.

Screen Shot 2016-10-26 at 8.58.02 AM

  1. You should see Averages Q1 in the Term 1 Grade dropdown.  Click Next.

Screen Shot 2016-10-26 at 8.59.57 AM

  1. You should now see the last screen.  Click on Finish.

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Your Quarter 1 Averages will be copied into the Q1 column (the Quarter 1 Post Column).  These are preliminary grades ready to be posted on the student’s report card.  The grades are not visible in the Student or Parent Portal as shown in the second column.   You can click the icon circled on the second column to toggle between seeing/not seeing what is visible in the Student and Parent Portal.  You must complete  Step 2 – Post Your Grades  before grades are visible in the Student or Parent Portals.

Screen Shot 2016-10-26 at 9.22.48 AM

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Step 1.5 – Rounding a Student’s Grade (Optional)

Before posting your grades, look at the quarter averages for your students.  If you want to round a student’s grade, overwrite the average with the lowest grade in the next higher grade category.  For example, suppose a student has an average of 82.9, and you want to round this student’s grade to a B (83).  Navigate through the following steps once you are in the Scores tab:

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Change the view to Post Columns – Term.  Screen Shot 2016-10-26 at 10.32.34 AM

You now see the T1Grd (Term 1 Grade) column, where you can make changes to the term grade.  Overwrite the current grade in the T1Grd column with the desired grade.  You want to use the numeric grade here for future grading.  If you enter a B, Aspen will use the middle of the range (85) when calculating Semester grades, which is inaccurate.   Note that the red circle denotes that you have manually changed this grade.

Screen Shot 2016-10-26 at 10.33.53 AM



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Step 2  – Post Your Grades

  1. Go to the Scores tab and select  Post Columns – Term from the Grade Columns drop-down menu.  You should see your students’ averages in the T1Grd column.  Note that these grades are numbers, but the corresponding letter grades are printed on report cards and transcripts that are sent to colleges.  Screen Shot 2016-10-26 at 10.33.53 AM

The pushpin is probably green – that means that the grade window is open and that you have not yet posted grades for this quarter.  It may also be black or red – it doesn’t seem to matter what color it is!

If you have students who have not completed all of the work, or have withdrawn, or are not being given a grade, you should overwrite whatever grade is in the post column with the appropriate grade.  Here are the other grades you can enter in the post columns:

Grade Explanation
P Pass
AU Audit
N No Grade
X Medically Excused
I Incomplete
WP Withdraw Passing
WF Withdraw Failing
W Withdraw



2.   Click on Options – Post Grades …  Screen Shot 2016-10-26 at 10.50.37 AM

3.   You will see the screen below.  There are no options here – just click OK.

For SY2021 only:  Choose which group of students you are posting grades for – YOG 2021 or YOG 2022, 2023, and 2024. 

Screen Shot 2016-10-26 at 10.51.00 AM

  1. Your grades are now posted and available for viewing in the Student and Parent Portal.  Note that you can go back and repost your grades as often as you want while the grade window is still open.

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