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Grade Book Software: Why use it?
Is there anyone in teaching who is still keeping grades the old-fashioned way, i.e., a hand-written gradebook? Such teachers are becoming harder to find these days. Many veteran teachers, although perhaps reluctant to fully embrace technology, have at least been required to use it in order to comply with administrative requirements, e.g., checking school e-mail, reporting to parents electronically, etc. Those reletively new to teaching were raised with technology all around them, and naturally assume it will be available to help them accomplish their tasks. A few years ago, this wasn't the case, and it was perhaps harder to find those who were using a computerized grade book than those who weren't. Some of the best reasons to use grading software are given below. Although the references cited are a little old by now, what they have to say still holds true.
Some Good Reasons to Use Gradebook Software
Easy Manipulation of Data |
Reporting student grades is not the only thing gradebook software is capable of doing. "The main advantage of electronic gradebooks is that once the scores are correctly entered, additional functions become available with almost no additional effort" (Vockell and Fiore 2). You can effortlessly compute classwide averages, compile lists of missing assignments, compile lists of students who need remediation for particular assignments, and automatically update averages and totals as new data is entered or old data is modified. It is much easier to see where the need for reteaching/remediation exists when you have software that can help point out the patterns. Grades and notes only need to be entered once, but can be instantly recalled in a variety of combinations and formats. |
Your Time is Better Utilized |
These types of tasks take considerably longer when they are done by hand. Although the data entry time is roughly the same whether entering data into a paper gradebook or into a grading program, the real time saver is when data needs to be manipulated and reported. In 1993 Vockell and Fiore showed that it took 74 minutes to prepare a set of progress reports and a statistical analysis by hand for a class of 30 students (7). The same task took 10 minutes using a computer. (Times include entering scores, but not the initial setup of the gradebooks.) Since then, computers and software have become much more powerful and sophisticated, while paper and pencil have not. It is expected that the same tasks performed on a computer today would take even less time. |
Professional Appearance |
Reports created by grade book programs are neatly formatted and present a professional appearance. Often the amount of detail is greater than a hand-written report would provide. The professional quality of computer-generated reports gives parents and administrators the message that you are organized and you know what you are doing. |
Student Motivation and Performance May Improve |
Rockman, Pershing, and Ware reported that in classes in which teachers used the capabilities of gradebook software to frequently provide students with feedback about performance, student performance and motivation increased (4). Once an electronic gradebook's controls are understood, it is practically a trivial matter to create a summary that shows students exactly where they stand. With such instant feedback available, students are able to focus their efforts where improvement is needed. |
Pressure is Removed |
Grading programs can quickly provide an up-to-date report for any given student. This can be done with only a moment's notice. No doubt at some point in your career you have been asked (or will be asked) to provide a summary of a student's current grades on short notice. Perhaps the student is moving, a counselor or administrator needs the information for a conference, or a parent drops in with a request. When you keep an electronic gradebook, this can be accomplished quickly with a few clicks of your mouse. You don't have to rearrange your morning in order to accommodate such a request. No pressure. |
Your Job Performance is Documented |
One of the most important
professional duties we have is documentation, but it is something
teachers sometimes fail to do well. A large part of a teacher's
job involves documentation. We must document student performance,
document contacts we have had with parents, and document the intervention
strategies we have tried. In fact, we must document nearly every
aspect of our job to demonstrate that we are meeting or exceeding
the standards we are given. Gradebook software facilitates documentation. It is easy to provide documentation in the form of progress reports, remedial lists, missing assignment lists, and notations. It is easy to prove that parents have been regularly notified of student progress, when with just a few clicks of the mouse, you can generate a set of weekly progress reports, including a return receipt that must be signed by the parent and returned to you. An electronic gradebook is practically self-documenting. |
Summary
Works Cited
Vockell, Edward L., and Douglas J. Fiore. "Electronic Gradebooks: What Current Programs Can Do For Teachers." Clearing House, 00098655, Jan/Feb93, Vol. 66, Issue 3. Database: Professional Development Collection. Keywords: Gradebook Software. <http://search.epnet.com/direct.asp?an=9705041248&db=tfh>
Rockman, Saul, James Pershing, and William Ware. Productivity, Professionalism, and Empowerment: Given a Computer for Every Teacher. October, 1992. <http://rockman.com/projects/cfet/PPandE92.pdf>
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Last Updated
December 31, 2007