Control access to grades and assignments in portals

Before instructing teachers on how to give portal a view in Aspen where authorized parents and students can access student data, including attendance, assignments, conduct incidents, and grades users access to certain areas of the gradebook, as an Aspen system administrator, you may want to make all categories of assignments, all assignments, and all assignment scores private by default. This will prevent grades and assignments from being viewed by portal users before teachers are ready.

Note: To set a default value for a field, define the Default field in the Data Dictionary organizes the tables and fields that house all of your district's administrative information. See Create User-Defined Fields.

Publishing assignment scores in portals

To allow assignment scores to appear in the Family and Student portals:

1. Log into the Staff view.
2. On the settings bar, click Set Preferences.
3. Click the Gradebook tab.

4. 

4. Most of these preferences are for all viewers of the gradebook, but the one that particularly pertains to the portals is the Publish assignment statistics field. Select this checkbox if you want low, median, and high assignment scores to appear for parents and students when they view grades using the Family and Student portals.
5. Click OK to save changes you made to the preferences.

Making a category of assignments private

To make a category of assignments private, edit the category details in the gradebook. For example, you can make the grades for all homework assignments private by setting the Homework category to Private.

To prevent a category of assignments from showing in the Family and Student portals:

1. Log on to the Staff view.
2. Click the Gradebook tab.
3. Click the Categories side-tab.
4. Click the category. The category details page appears.
5. Select Private at the Visibility type field if you do not want this assignment or any grades for this assignment to appear in the Student and Family portals.
6. Click Save.

Making an assignment private

Edit the assignment's details in the gradebook to make an assignment private.

To prevent an assignment from showing in the Family and Student portals:

1. Log on to the Staff view.
2. Click the Gradebook tab..
3. Click the Assignments side-tab.
4. Click the assignment. The assignment details page appears.

5. Select Private at the Visibility type field if you do not want this assignment or any grades for this assignment to appear in the Student and Family portals.
6. Click Save.