End of Term / New Term Activities

Note: This document references views and actions that are only available to Echo Administrators

Below are guidelines and suggestions for closing out the current term (semester, trimester, etc.) and getting ready for the new term.  To insure a smooth transition, it's important that these steps are followed.  Please contact Echo Support if you have any questions about the following instructions.  

Automated Activities

Echo will do some things automatically at the end of the term.  Here’s what to expect:

  • For students, course cards will be dropped from their Echo Home page 14 days after the term ends.  
    If the student enrollment dates were set to end on the last day of the term, the course card will continue to be displayed on their workspace for two weeks.  After that, the course will no longer be displayed on their workspace, but courses can still be access by the student from the prior courses menu.  If the course is removed too soon or is displayed too long, adjust the user’s enrollment in the course.
  • For teachers, course cards (masters and derivatives) will be dropped from their Echo Home page 90 days after the term ends.
    If the teacher enrollment dates were set to end on the last day of the term, the course card will continue to be displayed on their workspace for 90 days.  After 90 days, the course will disappear from their workspace and will no longer be accessible to the teacher.  Teachers can hide unneeded courses at anytime.  If the course is removed too soon or is displayed too long, adjust the user’s enrollment in the course.
  • Courses will be classified as “Inactive”.
    For Echo Administrators, courses with an end date before today’s date will not be displayed in the Courses tool of the Admin app.  To see past courses, uncheck the “show active courses only” option on the Courses tool.  Because user access to courses is determined by the enrollment start and end dates (and not the course start and end dates), teachers and students can continue to access and interact with inactive courses.  If the courses status doesn’t change to inactive, adjust the end date of the course.

Important Tasks for Echo Administrators

  1. Export Grades
    Once it is confirmed that all grades have been completed by teachers, it's recommended that the grades be exported and saved.  The exported file can be used to import grades into the Student Information System.
  2. Configure Domain Terms and Grading Periods
    To insure consistency across all courses, terms and grading periods can be configured in the domain that can be inherited by courses.
  3. Set Current Grading Period
    Setting the "Current Grading Period" in the domain tells Echo which grade to display and sets the default view for all courses.

 

Important Tasks for Teachers (without Clever integrations)

- - For courses managed by Clever, see special guidelines below - -

 

Year Long Courses

  1. Configure Course Grading Periods
    If grading periods are to be used, configure them in the master course (not the derivative).
  2. Update Activities
    If needed, use the Activities tab in the course editor to update the grading periods of the course activities.

 

Semester or Trimester Long Courses

  1. Copy Master Courses (single semester or trimester courses only)
    NTN recommends that users do not reuse master courses.  For single term courses (semester or trimester long), users should make a new “static” copy of the previous term’s master course.  Users can elect to adjust the due dates for assignments to match the new term when the course is copied (strongly recommended).  Year-long courses can continue.
  2. Configure Course Grading Periods
    If grading periods are to be used, configure them in the master course (not the derivative).
  3. Update Activities
    If needed, use the Activities tab in the course editor to update the grading periods of the course activities.
  4. Create New Derivatives / Sections
    If multiple sections of a course are needed, created new derivatives of the master course
  5. Enroll Students
    Users can elect to enroll students manually or to create a course registration code.

 

 

Important Tasks for Teachers (with Clever integrations)

  1. Turn Off Auto Scoring of Late Work in Master
    For the new term, the Clever sync is going to create new sections/derivatives from your current master. These courses will inherit the due dates from the current master and enroll the students.  Because all of the due dates are in the past, if the "Automatically assign zero scores to past-due activities" is enabled, student's will start the course with a bunch of zeros.  This course setting can be turned back on in the derivatives after the due dates have been adjusted in the master.  (see image below)
  2. Finalize Existing Course Grades
    Because the Clever sync reuses the teacher master course, it is important to “finalize” the grades in your existing course BEFORE making any changes to the master for the new term.  Changing the master may alter student grades if they have not been finalized.  Be sure all student grades are complete before finalizing them as this process will mark the student enrollment complete and remove them from the course roster.
  3. Configure Course Grading Periods
    If grading periods are to be used, configure them in the master course (not the derivative) to reflect the new term.
  4. Update Activities
    If needed, use the Activities tab in the course editor to update the grading periods of the course activities.

This FAQ page is compiled from the questions coming into our Echo Help Center around ending one semester and beginning a new one.

Echo is constantly being improved based on the feedback from users and we strive to keep our documentation up to date.  If this document doesn’t match what you are seeing in Echo, please let us know.

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