Instructions

Table of contents

Students, classes and terms

Teacher2go manages an arbitrary number of terms, classes and students, effectively only limited by the available memory and performance of your device.

Classes are always assigned to a single term. A term represents a time period like a school term or a semester.

Generally, classes in Teacher2go are associated with terms. You use terms to represent e.g. a school year. Each class is assigned to exactly one term. If the class shall be continued in the next term, you can take over (copy) the class with its students into the new term. All students’ data and also the grade categories of the class will be copied, but no term-related data such as grades, reminders, homework, serial inputs, and attendance data. Optionally, you can choose to take over the total grade of each student, which will then be copied into a new grade category named “Previous” with a weight of 0, which means it will not be included in the grade calculation. You can afterwards change the name and weighting of this grade category to include it in the total grade of the new term, if you want.

Although students are created within a class, the same student should exist only once in the internal database of Teacher2go. That means, the same student record can be assigned to multiple classes, which enables you to have a single set of master data for a student (for example, the address or birth date). If you change the student’s master data, this change is reflected in all references to the student.

When you try to delete a student that just exists in a single class, Teacher2go will ask whether you want to finally delete the student from the database.

Grade categories and grades

Teacher2go manages grades within grade categories. Every grade must be assigned to a single grade category. You create these grade categories individually for each class. If you want to use the same set of grade category definitions in multiple classes, you can take these over (copy them) to another class.

In the main view of a class (i.e. students’ list view), the grade categories of level 1 will be shown as soon as at least one grade exists for the student within this grade category, and as long there is enough space on the display (depending on vertical/horizontal view mode). If there exist more than the displayable grades for a student, a small triangle will symbolize this. You can always see the complete grade categories (and grades) for a student within the grade dialog.

Grade categories can be arbitrarily nested (in a hierarchical structure). Each grade category can have a separate grade scheme and a weight for the calculation of the parent grade. This allow you to define very complex grading systems, if needed.

It is very important that all grade schemes that are used within a single class are compatible with each other. That means, they must be based on the same value system. For instance, in Germany a grade scheme of “1” to “6” is used often, which can be directly mapped to the number values 1.0 to 6.0 for calculation of average grades. In the US, a grade scheme of “A” to “F” can sometimes be mapped to values between 4.5 and 0.0. If you would use these grade schemes within the same class, the calculation of a total grade (and other averages) will not be feasible. That’s also the reason why there are different default “Emoji” grade schemes in Teacher2go, because you need to use the one that is compatible with your other grade schemes.

If you need additional grade schemes, you can define your own ones. For each score, you can define a display name and a value used for the calculations. This is then called “grade specification”. For reference, you can inspect the grade specifications of the default grade schemes if you select “edit” within the grade scheme dialog. The default grade schemes are read-only, but you can copy them as a starting point for your own definitions.

Grades will be calculated in Teacher2go along the grade category hierarchy you defined for the class (see next section). If you want to replace (overwrite) the automatically calculated grade for a grade category by a manual selection, you can do so in the grade dialog by tapping the calculator symbol. The grade you enter manually will then be used for further calculations of the total grade within the hierarchy.

Beginning from Teacher2go version 2.6, grade categories can have the calculation method „Flattened“. This means, that each grade of this grade category will be used in calculating the parent category’s grade as a single grade, not calculating an average before, as if they were created within the parent grade category itself. This allows you to further cluster your grades in sub-categories, while having them each used in the parent category’s grade calculation as a single grade. If you set a manual grade for the grade category instead, only that single manual grade will be used in the parent category.

Grade calculation and rounding

Teacher2go always updates (calculates) the total grade and the intermediate grades of all grade categories immediately for each student. This means, you always have an overview of the current grades.

Grade calculations follow this algorithm: First, for each grade category, a weighted average will be calculated using all single grades that are assigned to it, together with all of the calculated or manually entered (overwritten) grades of its child categories. That average will then be modified according to the selected rounding method. The rounding method can be defined by setting it for the grade category, or by a global setting in the settings dialog of the app. If no rounding method is set in the grade category, the global setting will be used (which is “exact” by default).

This algorithm will be repeated for all grade categories, while respecting the grade category hierarchy. The result is the total grade, which will be calculated the same way. The rounding method of the total grade can be selected in the class editing dialog.

The following rounding methods are available:

  • Exact – the grade will be calculated with an accuracy of 38 digits.
  • Grade specification – the grade will be rounded to the value oft he nearest grade specification within the selected grade scheme, and that will be used for further calculation. Example: if the mathematical average was 2.4, and the nearest grade specification was 2.5, the latter value would be used.
  • Round to nearest 1/1, 1/10, 1/100 – mathematical rounding to 1, 2 or 3 decimal digits. For example, when using 1/1, a value of 2.50 would be rounded up to 3.0, while a value of 2.4999 would be rounded down to 2.0.
  • Round up to 1/1, 1/10, 1/100 – the value will always be rounded up to the next best grade specification, which can be up or down, depending on the grade scheme. If the grade scheme is defined as “Asscending”, grades would be rounded down because the lower values are the better grades. For example, with “Round up to 1/1” when using the German grade scheme 1-6 (which is ascending), a value of 2.5 would be rounded down to 2.0 because that is the better grade. Another example: when using the descending grade scheme A-F (US), a value of 3.5 would be rounded up to 4.0 because that is the better grade.
  • Truncate at 1/1, 1/10, 1/100 – truncating is done similarly as “round up”, but instead of rounding, the value will be truncated. For an ascending grade scheme this is done by simply eliminating the respective decimal digits (all if 1/1 is selected). For a descending grade scheme, after truncating a value of 1, 0.1 or 0.01 is added to the result, according to the setting of 1/1, 1/10 or 1/100.
    For example, when using “Truncate at 1/1” in an ascending grade scheme, a value of 2.4 will be truncated to 2.0. Similarly, a value of 2.9 will also be truncated to 2.0.
    In a descending grade scheme, a value of 10.1 will be converted to 11.0 (first truncated to 10.0 and then added to 1.0), because 11.0 would be the better grade.

It might be important to know that Teacher2go does grade calculations exclusively by internally using decimal representation of values, instead of using the regular floating point representation often used by computer programs, which could lead to rounding errors in calculations.

A complete example will follow for the calculation of grades (for simplicity, we print only 1 fraction decimal instead of 38):

Suppose the grade categories “Written” and “Oral” exist in level 1. Both use the grading scheme “Germany / Grades 1-6 (without tendencies)“ and have a weight of 1.0. Below “Oral”, there exists another grade category named “Participation”, which had assigned the grading scheme “Germany / Tendencies ++ to –” and a weight of 0.5. All mentioned grade categories are set-up with the calculation method “Normal” (instead of “Flattened”).

The following grades exist for a student (all grades are weighted by 1.0, unless otherwise noted):

-Written: 2  3  2  1

-Oral: 1  2  2

— Participation: ‘++’ (= 1.7) and ‘+’ (= 3.0), the latter one weighted by 2.0

The calculation will be done as follows (rounding method is “exact“):

Step 1:
Calculate category grade of Participation =
(sum of all weighted grades / sum of all weights) =
(1.7 * 1 + 3.0 * 2.0) / (1.0 + 2.0) = 2.6, which corresponds to grade ‘+’

Step 2:
Calculate category grade of Oral =
(sum of all weighted grades and weighted sub-category grades / sum of all weights of grades and sub-categories) =
(1 * 1.0 + 2 * 1.0 + 2 * 1.0 + 2.6 * 0.5) / (1.0 + 1.0 + 1.0 + 0.5) = (7.6 / 3.5) = 1.9, which corresponds to grade ‘2’

Step 3:
Calculate category grade of Written = (formula as above) = 2.0, which corresponds to grade “2”

Step 4:
Calculate Total Grade = (formula as above) = (2.0 *1.0 + 1.9 * 1.0) / (1.0 + 1.0) = (3.9 / 2.0) = 1.95, which corresponds to grade “2”

Custom grade schemes – for advanced users

Teacher2go includes an extensive selection of default grade schemes. Additionally, you can create your own grade schemes. All grade schemes you create can be used in all of your classes and terms. You only have to assign them to the class as default grade scheme, and / or to the grade categories you define for your classes.

A grade scheme usually consists of grade specifications (a maximum of 24), which are defined by a display name and a numerical value. You can therefore use grades like 1 to 6, A to F, or any other characters that can be entered via the keyboard of your mobile device (like Emojis). The display names are mapped to their corresponding numerical value, which is used for grade calculation. The display name is used in dialogs, reports and the software keyboard for entering grades. To determine the grade specification out of a value, for example after the calculation of an average grade, the value is mapped back to the display name. This is done by calculating the boundary between two grades, using the relative distance between two grade specifications. Usually, the grade boundary is in the middle between two grade values. In your own grade schemes, you can also define the grade boundary not to be in the middle, by setting the relative distance to some other value than 0.5. If a calculated grade value is exactly equal to the grade boundary, the “better” grade will be used (depending on the ascending/descending setting for the grade scheme).

You create a new grade scheme by tapping the “Edit” button inside the grade scheme selection dialog (that can be entered from the grade category dialog). You have the option to create a new grade scheme or copy an existing one. Because the default grade schemes delivered by Teacher2go are read-only, you can copy one of these as a basis for your own new grade scheme and modify it afterwards.

To create a new grade scheme, first enter the name and an optional description. Then, select the type of grade input dialog (3 or 4 keys in a row, or a numeric keyboard with 0, 1 or 2 decimals). Additionally, you should select whether the grade scheme is ascending or descending. A grade scheme where the best grade has the lowest value is ascending, a grade scheme where the best grade has the highest value is descending.

Depending on the selected type of grade input dialog, you now create the single grade specifications (grades) that will be available for the grade scheme.

If you selected a grade input dialog with keys, you can define a grade specification and value for each key, together with the grade boundaries.

If you selected a grade input dialog of type “decimal”, you must create exactly two grade specifications with the maximum and minimum values of all grades. When entering grades, the numerical keyboard will be displayed, ensuring that the entered value is between these boundaries.

Remember that all grading schemes of one class must be “compatible” with each other to correctly calculate averages and total grades. That means, all used grade values must follow the same logic and meaning when they are used in calculation of mathematical averages. It also means, that all grade schemes used in a single class must be either ascending or descending, otherwise a calculation of averages does not make sense with them.

Reminders, homework and absences

For each student, you can assign reminders, homework and absence times (attendance), which will be summed up in the respective dialog. In the main view (student list) you see the number (sum) of the (open) reminders, the un-excused absences and the missing homework, so you have them by hand for the next lesson or in the parents’ talks.

Homework is assigned to the complete class, but its status is assigned to the student.

Reminders can be defined for the class as a whole, or for a single student, a selection of students or all students in the class. This feature can therefore also be used for checklists.

Serial input

To simplify input and increase your performance when entering grades, absences and homework statuses, Teacher2go has a powerful serial input feature. You can use it, for instance, after a teaching lesson to quickly enter oral grades, absences or checks of homework statuses.

Grades which are entered within the serial input dialog are different from normal grades only in being assigned additionally to the serial input, so you can use this as an additional clustering mechanism for grades (besides the grade category), for instance if you use it for an exam (when not using the exams feature of Teacher2go).

Class record

To be able to print a complete class record for your class, you should enter the respective information like topic etc. for each lesson. Other data that exists for the class is automatically linked to the class record entry of the same day, like grades, absences, homework and serial inputs with their grades.

For each grade category you can select whether this category should be printed in the class record report (“Print in class record”). Additionally, you can select whether each single grade should also be printed for this grade category (“Print grades in cls. rec.”). The switches are independent from each other, so you can also print the single grades without the (calculated) category grade.

In the options for the class record report you can select whether all existing grades (if you selected them in the grade category, see above) should be printed, or only grades that belong to a serial input. This can sometimes be useful when you only want to print grades you gave to the complete class, and not individual grades which were not entered via the serial input dialog.

Please be aware that the assignment of grades, absences and homework to the corresponding class record is solely done via the date. That also means, if you created for instance two homework entries fort he same day, both will be printed in the class record report.

Exams

Starting with Teacher2go version 2.0, you can comfortably manage exams or other tests. An exam first consists of some data like date, topic, remarks and a selected grade category, beneath that the grades will be created later for this exam’s results. Additionally, an exam consists of an arbitrary number of questions, scoring levels and the results per question for each student.

When you create a question, you assign it a name/title, an optional remark and the maximum number of points that can be reached for it. It is possible to set the max points to zero, which can be used for bonus questions, because you can enter more than the max points when it comes to entering the scoring reached by each student. Question points can be entered with fraction decimals, but only one fraction decimal will be displayed in the dialogs and reports.

When all questions have been entered, you can define the scoring levels. Here you have multiple options, where the easiest one is to let the scoring levels to be automatically created by Teacher2go, which it does depending on the grade scheme. Afterwards, you still have to select the level boundaries. A scoring level boundary defines the number of point that are necessary to reach a given grade.

For special purposes, you can define that lower points mean a better grade. You can use this for counting errors, sports results etc.

After the definition of questions, you can start entering the number of points reached for each student and each question. You do this in the results dialog, by inserting the students (or all students at once) and the questions. If you do this one by one, while you are determining the results of the exam, you always have an overview which students and/or which questions you already have entered. You can assign more reached points to a question for a student than you have selected as the maximum number of question points. In this case, you see a small warning sign which shall hint you if you did this by mistake.

You have two main options regarding the workflow of entering results: You either enter the results of all questions for a single student, one student after another. For this you see a list of all questions for the given student, where you can directly enter the results for each question. Alternatively, you can enter the results question by question, for all students at once. In this case you see a list of all questions, where you can select one and create list of all (or some) students, where you can enter the reached points for this question. In both cases, you can enter the points directly in the lists without having to go into the detail dialog.

For each result per question, you can enter an individual remark for each student, which can later be printed in the reports. You can also enter a remark for the overall exam result of a student.

For each exam result, a grade will be automatically created for the student. You can see this grade in the grade dialog, but not change it there. All data of an exam can be edited and changed at every time, which would also eventually change the calculated grades. If you change the scoring levels or maximum points of a question, all grades will be re-calculated.

It is important that you save all exam data with the save button. Otherwise, all entered or changed data will not be stored, even data in the sub-dialogs.

In the print module, you can print an exam’s results and optionally its contents with a variety of styles. A resulting grade statistics can also be printed.

Seating plan

Teacher2go has a seating plan module. For each class, you can create a graphical seating plan – or even multiple seating plans, if you teach the class in different rooms. Directly from the seating plan view you can open the student related dialogs like grades, absences etc.

Seating plans can be printed in the reporting module, or exported as PDF or HTML.

Import of student data

Teacher2go allows to import student data that exists in CSV format. The CSV file can contain the following fields, with the field names (exactly as printed here) in the first row:

name, firstname, street, city, zip, state, phone1, phone2, phone3, email, course, birthdate, nationality, gender, religion, remark

It is very important that these names are printed as given, completely in lower case. The only mandatory field is “name”, all others can be left out or be empty in the data. If you use the “gender” field, the data must contain the words “male”, “female”, “unknown”.

The fields must be separated by comma, and each data should be embedded in double quotation marks (character: “) – this is especially important if the data itself contains a comma. The character encoding should be Unicode/UTF-8. Others are possible and Teacher2go will try to recognize the character encoding used.

The following is an example for a correct CSV file with 3 students:

———-
name, firstname, gender
“Ehrhardt“, “Tim“, “male“
“Hendo“, “Stefanie“, “female“
“Hof“, “Herbert“, “male“
———-

It is recommended to use OpenOffice or LibreOffice for preparing your CSV file, because with those programs you can easily setup the necessary encodings.

To import your file into Teacher2go, simply open it with “Open in..” from another app, for instance Mail. Then select “Teacher2go”. Afterwards, the file is available in Teacher2go for import into an arbitrary class. Please keep in mind that the CSV file is stored in unencrypted form within the Teacher2go application container. Therefore, you should delete it after importing using the corresponding button in Teacher2go (in file import dialog).

Timetable (from iOS 6 upwards)

The timetable view allows you to create one or more timetables for each term. You can create an individual grid for each timetable that you can use to align your lessons’ start and end times to. You can always deviate from the grid in individual timetable entries if you want, for instance for other regular school meetings aside from teaching lessons. Entries in the timetable can be repeated weekly or only in odd/even weeks. Additionally, you can assign color codes to timetable entries.

In the calendar view your timetable will not be shown within your custom grid, but instead in an hour grid, just like a normal calendar. Additionally, all entries from your iOS calendars can be shown here, and you can even create new calendar entries for your iOS calendars without leaving the app. Ideally, this would be used for easily adding regular events to your iOS calendar, while all teaching lessons or other repeating events that depend on the term should be stored within Teacher2go.

Optionally, you can advice Teacher2go to synchronize its timetable entries into the iOS calendar, so that they can be seen in the device’s calendar app. But, they should not be edited there.

You can print timetables via the printing module.

Via the timetable or calendar view, you can directly open the dialogs related to a timetable entry, like serial input, homework, class record and reminders. For instance, you can create a new class record quickly from here. Nevertheless, it is necessary to assign a class (from the current term) to the timetable entry before using this feature.

Additionally, you can assign an existing seating plan to the timetable entry. When you then open the app and there is a currently running lesson according to the timetable, Teacher2go will offer you to jump directly to the class. If there is a seating plan assigned, the seating plan will be pre-selected as well. This is very useful if you teach the same class in different rooms over the week.

If you still have iOS 5.1, you should also install the newest version of Teacher2go. The timetable feature will not be available, but if you exchange databases between devices, timetable data will remain untouched.

Manual database synchronization with Dropbox and others

You can move your Teacher2go database manually between different devices where you have installed the app. You can use Mail, Dropbox, GoogleDrive or any other application that can store arbitrary files and open it in another application. You can use Teacher2go’s backup function to export the database and send it to another app. Before, you must have set a password in Teacher2go for this to work.

Please be VERY careful not to accidentally overwrite your newest database version. The overwritten version cannot be recovered.