Locked Grade Terms

Administrators can lock a grade term after it ends. You cannot add or modify items in the Gradebook that are associated with a locked grade term. Specific details follow.

When a grade term is locked, all assignments associated with it are read-only, and you cannot:

• Create or edit the assignment.
• Edit or delete the assignment score.
• Delete (Options > Delete) or modify (Options > Modify List, Options > Mass Update) the assignment.
• Edit or delete the assignment’s category.
• Add, edit or delete any associated resources or reporting standards.
• Shift the dates of the assignment.
• Import an assignment when the grade term of the imported assignment is locked.

In addition,

• Students cannot submit an assignment associated with a locked grade term.
• You can copy an assignment from a locked grade term, but will need to change it to an unlocked grade term to save it. If you copy several assignments at once, Aspen skips any assignment associated with a locked grade term.
• If you use the "Adjust Weights by Term" category option, you cannot add a category to a locked grade term.
• You cannot edit or delete a post column score for a locked grade term.
• You cannot update post columns for a locked grade term.
• When term grades are posted, the calculated averages associated with the grade term are stored. These averages include the grade term average, grade term average for each category or reporting standard, semester cumulative average (stored only when posting for the last grade term of that semester) and cumulative averages (stored only when posting for the last grade term). Once the grade term is locked, the averages are not recalculated. Instead, the stored calculated averages associated with the grade term appear in the following places:
  • Staff view, Gradebook > Scores
  • School view, Grades > Grade Input > Input Grid (Standards view)
  • District (Root Organization), School, Staff and portal views, Student > Academics > Details

When a grade term is locked, Tools are affected. You cannot:

• Edit a grade scale (Staff view, Tools > Grade Scales) if it is used in an assignment for the current school year, the assignment is associated with a locked grade term, and it has at least one locked score.
• Delete a grade scale (Staff view, Tools > Grade Scales) if it is used in an assignment that has at least one score.
• Add or edit any grades in a grade scale (Staff view, Tools > Grade Scales > Grades) if the grade scale is used for an assignment in the current school year, the assignment is associated with a locked grade term, and it has at least one locked score.
• Delete a grade in a grade scale (Staff view, Tools > Grade Scales > Grades) if the grade is used in at least one assignment score.
• Delete grade calculation weight override records (Staff view, Tools > Calculation Overrides) if the calculation is associated with a locked grade term.
• Edit a special code (Staff view, Tools > Special Codes) if the code is used in an assignment in the current school year, the assignment is associated with a locked grade term, and it has at least one score.
• Delete a special code (Staff view, Tools > Special Codes) if the code is used in any score on the Gradebook scores page (Staff view, Gradebook > Scores).
• Edit a footnote (Staff view, Tools > Footnotes) if the footnote is used in an assignment in the current school year, the assignment is associated with a locked grade term, and it has at least one locked score.
• Delete a footnote (Staff view, Tools > Footnotes) if the footnote is used in any score on the Gradebook scores page (Staff view, Gradebook > Scores).