Senior Processing for End of Year
Processing for End of Year (9-11 grade) 1. Run the missing grades audit report for the all marking periods (P1-P4 or P1-P8 if 4x4).. Run the Incomplete Grades Audit report for a list of students with I’s. Contact teachers to have these corrected. The computer department will load EOC scores in the final exam column of the grade book for all EOC classes. Teachers should not change exam grades. 2. Run Attendance by Course and History to mark students who should be denied credit. Instructions are on the Intranet (Procedure – Credit Denial for Excessive Absences). 3. Click Mass Calc Sem/Final Grades in Report Card to calculate sem/final averages and credit. 4. Run the missing grades audit report for final averages. Make corrections if possible. 5. EDgear Suggestion: Run the Grade Sheet report and have teachers verify OR have the teachers print and verify the Term Grades Roster report 6. Email Christy to perform EOY Closeout so that grade data is copied to transcript workstation once all teacher grades are entered and sem/final grades are calculated. This will be done on May 25 for all schools if you have not contacted me sooner. This step will create a course record on the transcript for the current year classes that is not high-lighted in pink. You will need to uncheck the ‘Show Current Classes’ option on the setup box so that they do not show twice and get counted in the credit and cum gpa double. 7. Use Transcript Workstation to finalize transcripts including ½ unit overrides, dual enrollment, credit recovery, and distance learning 8. Run the cumulative GPA for transcripts with the GPA Ranking Report under Transcripts, Lists. Uncheck the Use Current Grades option so that current year classes will not be doubled in the GPA calculation. 9. Mark the SBLC code for students who are to be retained. 10. Run Final Report Cards (Procedure – Report Cards) changing the Type to Print to ‘Final Report Card’. Do not forget to Calculate Current Year GPA. 11. Students marked as Basic Core must have a cluster and concentration area on the Vocational tab of Student Master. 12. Print and verify transcripts. 13. Email Christy to finalize STS. After step 7, Christy will begin submitting STS data and sending you error reports if applicable.
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End of Year Processing – HS 9-11
NOTE: Check with Christy Percle if you need to drop a student during the last week of school unless they are a high school completer. The only students who must have a leave/exit code at the end of year are GED completers, Skills Certificate completers, Certificate of Achievement students, or Seniors who have not passed the GEE. If there is a student who will not be returning to his/her regular school setting next school year (Ex. going to another school in state, private school, another school in country, etc…), you can exit that student during the summer with an exit date of the beginning of next school year in the 1516 database. To exit them, in Student Master click Setup and make sure that 1516 is the selected year. Find the student record and enter a leave date (8/10/15) and leave reason, then save the record.
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End of Year Processing – HS 9-11
SBLC Code (promotion/retention) The SBLC code is the promote/retain reason for students who do not follow the normal grade level progression. This code must be entered for: all retentions including LEAP, academic, and attendance failures, any other student who is not following the normal grade level progression, This data entry is in the 14-15 school year. 1. From the Student Master window, click the triangle to the left of Loaders to expand the student master loader selection list. Click SBLC code loader. 2. Verify the year and school. Click in the ‘Grade’ field. Select the necessary grade level(s). The school year must be 14/15. Click OK to close the select grades window. 3. Use the calendar to select the enrollment as of date. The current date is usually used for the as of date. The date must be a school day for students. If the data is entered during the summer, use the last day of school for students. Click OK. 4. The list of students for the selection criteria will appear on the left side of the screen. The SBLC (promote/retain) reasons will appear on the right side. Click in the SBLC column of the students to be selected which will place an x in the SBLC column. 5. Click the promote/retain or SBLC reason from the list on the right side. (Note: the blank reason is on the last line.) 6. Continue the process until all necessary SBLC codes have been loaded. (Note: Mark only those students who do not follow the normal grade level progression.) 7. Close the SBLC loader when the process is complete. Note: The SBLC code can also be marked on individual students using the Student Master Demographics tab. The field is on the right side labeled SBLC Code.
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End of Year Processing – HS 9-11
SBLC Codes •
If a student is to be in the same grade level next year, select the most appropriate code from the list to describe the reason that the student is being retained.
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If a student is being promoted who does not appear to meet the promotion criteria, you can use the promoted codes in the list to ‘explain’ why this is happening.
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The code chosen should explain the situation as of MAY 22, 2015. The code chosen in May should not be changed based on summer school or a later development.
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If a child is promoted based on summer school, that child’s grade level should be changed in the 15-16 database. No changes should be made to the 14-15 codes unless there was an error in data entry.
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End of Year Processing – HS 9-11
MISSING GRADES AUDIT The missing grades audit displays student name, student ID, grade level, teacher, course, period, and room number. 1. Select Grades from the list of modules on the left side of the screen. Click the triangle to the left of Entry if the entry list is not visible. Click Missing Grades Audit. 2. Verify the year, district, and school. Click in the Grades field. Select the appropriate grade levels, click OK to close the select grades window. 3. If desired, select a homeroom teacher. 4. Use the calendar to select an as of date. This is the student enrollment date. 5. Place a check in ‘exclude state courses 999999’ as these are not reported to STS 6. Click in the Marking Period field, select marking period P1-P4 or P1-P8 (4x4). After final grades are calculated, run this report again using Marking Period F1 to find students who are missing a final grade. The 4x4 high school will want to run this twice for the fall semester with period F1 and the spring semester with F2. 7. Click OK to generate the report. 8. Click the Print button at the bottom of the report, use the printer icon to print the report or the disk icon to save the report. (If necessary, select specific teachers before printing.)
INCOMPLETE GRADES AUDIT The Incomplete Grades Audit report lists student with an ‘I’ as the report card grade for the date range specified. 1. Select Grades from the list of modules on the left side of the screen. Click the triangle to the left of Lists, click Incomplete Grades Audit. 2. Verify the year, district, and school. 3. Use the calendar to select the ‘begin’ and ‘end’ dates. The begin date should be the beginning of the school year or the first day of the term. The end date is the current day or the last day of school. 4. Click OK. The list of students with I’s will appear. Work with the teachers for the final grade. Teachers should make corrections in their gradebook if at all possible. Post Grades by Student may be needed to enter the final grade(s) if they can not be corrected in the teacher’s gradebook.
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End of Year Processing – HS 9-11
Credit Denial for Excessive Absences (High School 7-period day) School Year 2014-2015: High school students are allowed to miss a maximum of 11 days in a full year course or 6 days in a half year (one semester) course. Select the Attendance module from the list of modules on the left side of the screen. Click the triangle to the left of Count to expand the count menu. Click Attendance by Course and History. Note: Your bell schedule must be entered and assigned to all students before running this. Verify the year, district, and school. Select the first day and last day of the school year in the ‘From Date’ and ‘To Date’ Fields. Select the appropriate grade levels. Click in Full Threshold, select 12. Click the button to the left of the >= selection. Click in the Half Threshold, select 7. Click the button to the left the >= selection.
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Click in the Skip Codes box. Select the attendance reasons that are NOT included when denying credit. (D, N, P codes parish approved codes are 2, 3, 4, 6, 16, 44, & 47) Check ‘Show half full totals in history’ and ‘Active Only’ Select grading period F1 to mark the F* in the final grade only. Use the pull down arrow to select F and place a check in the Hide
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End of Year Processing – HS 9-11
NOTE: Check with Christy Percle if you need to drop a student during the last week of school unless they are a high school completer. The only students who must have a leave/exit code at the end of year are GED completers, Skills Certificate completers, Certificate of Achievement students, or Seniors who have not passed the GEE. If there is a student who will not be returning to his/her regular school setting next school year (Ex. going to another school in state, private school, another school in country, etc…), you can exit that student during the summer with an exit date of the beginning of next school year in the 1516 database. To exit them, in Student Master click Setup and make sure that 1516 is the selected year. Find the student record and enter a leave date (8/10/15) and leave reason, then save the record.
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End of Year Processing – HS 9-11
SBLC Code (promotion/retention) The SBLC code is the promote/retain reason for students who do not follow the normal grade level progression. This code must be entered for: all retentions including LEAP, academic, and attendance failures, any other student who is not following the normal grade level progression, This data entry is in the 14-15 school year. 1. From the Student Master window, click the triangle to the left of Loaders to expand the student master loader selection list. Click SBLC code loader. 2. Verify the year and school. Click in the ‘Grade’ field. Select the necessary grade level(s). The school year must be 14/15. Click OK to close the select grades window. 3. Use the calendar to select the enrollment as of date. The current date is usually used for the as of date. The date must be a school day for students. If the data is entered during the summer, use the last day of school for students. Click OK. 4. The list of students for the selection criteria will appear on the left side of the screen. The SBLC (promote/retain) reasons will appear on the right side. Click in the SBLC column of the students to be selected which will place an x in the SBLC column. 5. Click the promote/retain or SBLC reason from the list on the right side. (Note: the blank reason is on the last line.) 6. Continue the process until all necessary SBLC codes have been loaded. (Note: Mark only those students who do not follow the normal grade level progression.) 7. Close the SBLC loader when the process is complete. Note: The SBLC code can also be marked on individual students using the Student Master Demographics tab. The field is on the right side labeled SBLC Code.
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End of Year Processing – HS 9-11
SBLC Codes •
If a student is to be in the same grade level next year, select the most appropriate code from the list to describe the reason that the student is being retained.
•
If a student is being promoted who does not appear to meet the promotion criteria, you can use the promoted codes in the list to ‘explain’ why this is happening.
•
The code chosen should explain the situation as of MAY 22, 2015. The code chosen in May should not be changed based on summer school or a later development.
•
If a child is promoted based on summer school, that child’s grade level should be changed in the 15-16 database. No changes should be made to the 14-15 codes unless there was an error in data entry.
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End of Year Processing – HS 9-11
MISSING GRADES AUDIT The missing grades audit displays student name, student ID, grade level, teacher, course, period, and room number. 1. Select Grades from the list of modules on the left side of the screen. Click the triangle to the left of Entry if the entry list is not visible. Click Missing Grades Audit. 2. Verify the year, district, and school. Click in the Grades field. Select the appropriate grade levels, click OK to close the select grades window. 3. If desired, select a homeroom teacher. 4. Use the calendar to select an as of date. This is the student enrollment date. 5. Place a check in ‘exclude state courses 999999’ as these are not reported to STS 6. Click in the Marking Period field, select marking period P1-P4 or P1-P8 (4x4). After final grades are calculated, run this report again using Marking Period F1 to find students who are missing a final grade. The 4x4 high school will want to run this twice for the fall semester with period F1 and the spring semester with F2. 7. Click OK to generate the report. 8. Click the Print button at the bottom of the report, use the printer icon to print the report or the disk icon to save the report. (If necessary, select specific teachers before printing.)
INCOMPLETE GRADES AUDIT The Incomplete Grades Audit report lists student with an ‘I’ as the report card grade for the date range specified. 1. Select Grades from the list of modules on the left side of the screen. Click the triangle to the left of Lists, click Incomplete Grades Audit. 2. Verify the year, district, and school. 3. Use the calendar to select the ‘begin’ and ‘end’ dates. The begin date should be the beginning of the school year or the first day of the term. The end date is the current day or the last day of school. 4. Click OK. The list of students with I’s will appear. Work with the teachers for the final grade. Teachers should make corrections in their gradebook if at all possible. Post Grades by Student may be needed to enter the final grade(s) if they can not be corrected in the teacher’s gradebook.
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End of Year Processing – HS 9-11
Credit Denial for Excessive Absences (High School 7-period day) School Year 2014-2015: High school students are allowed to miss a maximum of 11 days in a full year course or 6 days in a half year (one semester) course. Select the Attendance module from the list of modules on the left side of the screen. Click the triangle to the left of Count to expand the count menu. Click Attendance by Course and History. Note: Your bell schedule must be entered and assigned to all students before running this. Verify the year, district, and school. Select the first day and last day of the school year in the ‘From Date’ and ‘To Date’ Fields. Select the appropriate grade levels. Click in Full Threshold, select 12. Click the button to the left of the >= selection. Click in the Half Threshold, select 7. Click the button to the left the >= selection.
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Click in the Skip Codes box. Select the attendance reasons that are NOT included when denying credit. (D, N, P codes parish approved codes are 2, 3, 4, 6, 16, 44, & 47) Check ‘Show half full totals in history’ and ‘Active Only’ Select grading period F1 to mark the F* in the final grade only. Use the pull down arrow to select F and place a check in the Hide
