Grade Book Permissions for Different Users

The Hawkes Grade Book is a vast and wondrous space. Depending on your setup, you may have several instructors, administrators, and helpers needing access to this space. You don’t want others using your account, and you may not need to let others access certain reports and tools in the Grade Book. Fortunately, we have Grade Book permissions, a feature that lets you designate which roles individuals have in the Grade Book for a more streamlined experience.

**If you’d like this feature turned on in your own Grade Book, all you have to do is contact your Training & Support Specialist at 1-800-426-9538.**

User Roles

Course administrators can choose from five roles when adding a new user to the Grade Book. The five roles are the following:

  • Course Administrator: Able to change all users’ settings.
  • Instructor: Able to change section settings.
  • Teaching Assistant: Able to view/edit grades and attendance. Update: TAs can create and assign WebTests too.
  • View-Only: Able to view grades and attendance. Update: These users can directly access Assignment Reviewer from the All Student Grades and Detailed Student Grades reports.
  • Attendance Taker: Able to view/edit attendance.

The teaching assistant, view-only, and attendance taker permissions can also be customized.

New Users

Add a new user by selecting the Tools tab and Manage Instructors/Sections. Choose Add New Instructor and enter the user’s information. When adding the user, select the role from the drop-down menu.

A drop-down menu is next to Role and has the options of course administrator, instructor, teaching assistant, view-only, and attendance taker.

Course Administrators and Instructors

The course administrator and instructor roles have not changed. Course administrators have access to all user accounts, while instructors have access to only their account. After selecting either of these roles, select Next and enter all information needed for the user’s section. With permissions, you now have the option to Share this section with other instructors. Selecting this option will add this section to a list to share with other users.

Next to Section name is a check box where an arrow is pointing that says

After entering the section information, select Next and either Add Another Section for that user or select Finish.

Teaching Assistants, View-Only, and Attendance Takers

These three user roles have limited grade book privileges. Select the role from the drop-down menu and select Next. You will not be prompted to create a section, but rather choose which sections you want the user to have access to.

An arrow points to a check box next to a name and section title.

Once you’ve select the section(s) to grant access to, select Next and Finish on the next screen.

Share Sections 

Course administrators can adjust which sections instructors, teaching assistants, view-only, and attendance takers have access to. Select the Tools tab, Manage Instructors/Sections, and choose the name of the user.

The instructor name shows up as a clickable link.

To grant access to sections, select Share Section(s) at the top of the page.

An arrow points to a button at the top called Share Section(s), which is second from the left after a button called Change Role.

A new menu will display to choose the section(s) to grant access to. Select the section(s) and select Finish.

An arrow points to a check box that must be selected next to the owner and section names. Another arrow points to the bottom right button called Finish.

To stop sharing sections with a user, select the section(s) and select Unshare Section(s) at the top. This will remove the user’s ability to access those sections.An arrow points at a button at the top called Unshare Sections. Another arrow points at a selected check box next to a section owner and section.

If you would like to view the specific privileges for the teaching assistant, view-only, or attendance taker roles, select the icon under the Permissions column on the Instructor List page. You can edit these three roles to completely remove access for any area in the Grade Book.

An arrow points to a button that has an ellipsis in a column called Permissions.

Would you like this feature turned on in your Grade Book? Contact your Training & Support Specialist or call 1-800-426-9538.                                

Updates to WebTest Management

During this semester, we’ve made some changes to WebTest Management. Now, your list of WebTests is easier to read, and you have some more options listed below.

Under Additional Settings, you’ll be able to allow students to pause their WebTest X number of times.

You will also be able to allow multiple WebTest attempts for individual students in the Student Settings or for whole sections in General Settings. Decide whether you want to count the last score or average the scores of each attempt.

Make bulk changes when you edit an individual student’s settings too!
Select one student and make settings that will apply to them for different tests all on one page.

You can also manage all WebTests assigned to a particular section at once:

Did you know you can also submit and unsubmit a student’s WebTest attempt? Click here to learn more.

Check out the video on WebTest Management below:

Contact us at 1-800-426-9538 or if you have questions.

Coming soon: Beta release of Grade Book permission levels

Permissions allow full rights, viewable rights, or no access for reports, assignments, and more.

*Coming Soon!*

For fall 2016, different permissions will be available to Grade Book users. This feature will be perfect for instructors who have teaching assistants or for school administrators who’d like to take a peek inside the Grade Book without making any changes.

An administrator will define the various roles other users have in the Grade Book when adding a new instructor. These roles are the following:

  • Course Administrator – can change their settings and other instructors’ settings
  • Instructor – can change their own settings
  • Teaching Assistant – can view and edit grades, but cannot change settings
  • View-Only – can only view attendance and grade reports
  • Attendance Taker – can only edit attendance

Course Administrators can adjust the permissions from Tools > Manage Instructors. These permissions allow for full rights, viewable rights, or no access to information such as grading reports, HLS lessons, and WebTests; managing and editing assignments; and managing and editing grade settings.

Permissions allow full rights, viewable rights, or no access for reports, assignments, and more.

Tuesday Tip: Be a Copycat

Short on time when you have to start building another course section using Hawkes materials? We’ve got you covered with the course copy tool.

The course copy tool allows you to copy over settings from one section to another section or instructor in your Grade Book so you can skip the extra work. When you use this tool, you can copy over the following settings:

  • Hawkes Assignment Groups and grading options
  • all assigned WebTests
  • HLS lesson due dates
  • Other Assignment templates
  • curriculum
  • course materials template
  • HLS lesson late penalties
  • attendance policy
  • reminders template
  • section settings:
    • section meeting times
    • section start and end dates
    • settings allowing assignments to be completed before or after the section start and end dates
    • settings to set incomplete assignment scores to zero after the section end date
    • time of day lessons are due
    • time zone

How do you access this tool? Log into your Grade Book, then select the Tools tab. Navigate to the Manage Sections link and select your name and section. The course copy tool is on the right-hand side:

The course copy tool allows you to copy settings from another section. Select the instructor and section you wish to copy settings and assignments from.

Choose which instructor and setting you’d like to copy, then save your changes. You’ll save yourself plenty of time using this tool!

Freshen up your Grade Book before a new term

If you’ve used Hawkes before, chances are you have one or two sections from a previous term still in your Grade Book. To start off the new term with a fresh start, we suggest you archive and reset your Grade Book. Here’s how:


Archiving your Grade Book essentially takes a snapshot of your students’ scores from the previous term. Go to the Tools tab and select Archive Grade Books.

From the Tools tab, select Archive Grade Books

Then, add a description, such as the term name, and select the instructor’s Grade Book to archive. Select the Archive Grade Book button.

Archive description is next to a box where you can type. Below are check boxes next to the names of instructors. Below is the archive grade book button.

To view your archived Grade Book, just go back to the Tools tab.

Select the View Archived Grade Books link.

You have the option of viewing all the student scores or just one individual student’s.

Spreadsheet showing, from left to right, number, student name, final grade, letter grade, lessons weight at 25%, quizzes weight at 25%, and Quiz 2.


Resetting your Grade Book gives you a clean slate. Remember that handy Tools tab? Go back there and select Reset Grade Books.

Select the Reset Grade Books link.

You then have options of what to reset. We recommend resetting the first two options, Students and student scores and Unassign HLS Lesson Due Date Templates.

Reset items in your Grade Book. Choose the instructors to reset and the Grade Book actions to be performed, such as resetting the curriculum, point values, start and end dates, and instructor messages.

Select the Reset Grade Book button, and the old sections will be deleted. Any students who were once enrolled in that section will have to re-enroll when they log back into Hawkes. If they have questions about their grades, you can refer to your archives to see how they did on their assignments.