THE MARKBOOK-TO-TREVLAC TRANSFER EXECUTE FILE

Asylum Software supplies a MarkBook Transfer (MBT) program. The program is a separate execute file and it may be accessed with its own icon. Note the book with the arrow in the upper left of the next image. As with all of our transfers, it's available free from Asylum Software. To download it, click on the link near the bottom of this page. This program may be launched independently, or it may be called from MarkBook if it's located inside the MarkBook directory on your computer.

Trevlac's comment space is limited to 344 characters. This figure may be set in MarkBook under Setup/Comments to warn a user if the comment exceeds that limit. Once comments have been completed in MarkBook as described in section 10-4, you're ready to create an export file for Trevlac.

To use this transfer, the school or district must acquire the "Gradebook Interface" software package from Trevlac. Additionally, each teacher must have set up or updated their class file using the Gradebook Interface as described in section 4-7 and section 4-8. Without correct class lists and student numbers, the data will not be imported back into Trevlac successfully.

The transfer execute file must be set up for Trevlac. If not already done so, launch it and click on the Setup button (lower left corner in the Asylum Software image below) and then select Trevlac plus the district and report types from among the options. Note the version number on this screen - V7.1.0117. Use of an earlier version is not recommended.

When launched, the MarkBook/Trevlac export opens with the following screen and asks the teacher/user to look for a specific class folder. However, once set up as per the previous image, launch the transfer program by selecting the Reports option in the drop-down menu bar in MarkBook. Click on Transfer to Trevlac. If launched directly from MarkBook, the following screen will be by-passed and the user will go to the next screen automatically. The teacher will likely have several current classes. The selected class folder in this example is PHG2DO-02 and the data is stored in a MarkBook folder called MBPHG2DO-0202. Note that this location of the class folders can be set as the default using the Save as Default Path button. Once the desired class is selected, click Next.


The user is now prompted to select the type of report if not already done. The Public - English choice comes up as the default. Click on another selection to change the default.


Select a Grade Level from the pop-down menu in the previous screen. Click on a choice from the menu. Secondary is shown in this example.

If the teacher has previously worked on a Trevlac file for this class, the unfinished file will appear in the Continue Working On ... window. In this case, open this existing file - PHG2DO-02.MTF - for the purpose of editing it or to complete it. Note the options to update the marks and/or update the attendance if these have changed. In either case, click on Start New File or Continue to move to the next screen. If the user wishes, they may delete the unfinished file by selecting it and clicking the Delete button.

If the user clicks Continue, this next screen will be by-passed. However, if Start New File was selected from the previous image, this next screen appears. The Course and Section will appear automatically and are based on the import code used to build/update the class. (If this class was not built or updated electronically from Trevlac's Interface Utility, as described in section 4-7, then this file will not import into Trevlac). Select among the options on this screen. If most students are designated as IEP, ESL, or ELD, check the appropriate cell. Choose the Mark Set being used to pull the grade and the comment file already built. Click Next.


This transfer program pulls the grades and comments for each student from the class folder as per the next image. Or, if Continue was selected in the Do You Want to... image above, the data from the partially completed file is loaded into the transfer program and displayed as follows.


The export program draws data from the MarkBook user's source files previously identified. At the top, there is a scrollable list to move through the entire class student by student. The student number appears. No items on this screen are written back to the user's MarkBook class folder. Attendance is summarized automatically. The grade, 87% in this example, is editable but this will NOT re-write the user's source data. Editing may be necessary based on modal or "most consistent" analysis. Fill in the IEP, ESL, and ELD cells as appropriate. The attendance numbers may be edited as well.

Immediately under the student's name, the teacher has the opportunity to edit the course code and section. Use this to change the course code of the whole class or of selected individuals within the class. For instance, a Co-operative education teacher may have one class of 80 students and every one has a unique course code. In this case, check the Apply edit to this student only cell and type the course code. If unchecked, any change made will apply to all students. Move to the next student and type their course code. Continue until finished. Similarly a teacher with a split class (two or more course codes in the same class) can edit the course code.

In the Learning Skills frame, use any of the four buttons to flood-fill the five skills. Or, use the five pop-down menus to select skills one at a time. The sixth Learning Skill, Use of Spoken French, is enabled only if a French district was specified in setup.

In the Comment frame, the paragraph constructed in MarkBook is displayed. Or, create it here. However, construction in MarkBook, as described in section 10-4 and following, enables the user to spell-check this comment and to pre-determine if it fits the Trevlac report. This comment of 287 characters is well under the 344 character limit for the Trevlac secondary report. If 344 is exceeded, the text turns from black to red to warn the user. The teacher must edit the comment down to make it fit. Once edited, the comment will save in the user's Trevlac export file but it will NOT over-write the user's MarkBook source file. Check the Large Font cell to enlarge the screen font size of the comment. This doesn't change the font size on the report card.

Once each student has been dealt with, click on Save Working File and Exit to store a partially completed file, or on Save Report File to generate a delimited file for submission to Trevlac. In the former case, the program will create a storage file with all data as built so far. The user will return to this file using the Continue Working On ... window in an image above. In the latter case, this program will scan the entire class and warn the user about defects such as missing data. Should there be any problem with the data such as a missing skill, an oversized comment, etc., this program will identify those deficiencies and not permit the creation of the export file until each deficiency is corrected.

Submit the file over the network, as an attachment to Email, or on diskette through the school's computer secretary. If you wish, create a destination path to save the file into a pre-defined location on the network. For instance, if the network manager wished all teachers' files to be automatically directed to w:\_reports, create a file called MBT_DESTPATH.CFG using Notepad. Type the path as per the following image. Save this file in the same directory as the transfer execute. The execute file will not create this file - it must be done manually.

The office will run Trevlac's Gradebook Interface as described in section 4-7 (click Utilities, select General, click Gradebook Interface). This time however, the user will check the Import cell at the center left of this image. Select MarkBook from the drop-down menu to the right of Import. Click the appropriate Fields To Include as shown.


Once finished selecting the fields, click the green arrow "Proceed" button at the lower center of this screen. All data in the identified location is now sent to the Trevlac data base.



Manual: Go to section 11-3 to see the file export to MarkBook Admin Edition.

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