u txeis grade reporting eoy checklist · 2019-04-26 · txeis grade reporting eoy checklist • for...

_____ 1.

_____ 10.

(H,M,E) Update Report Card Messages (Pg 1)

(H,M,E) Check for Missing or Incomplete Grades (SGR1000 Report) (Pg 3)

(H,M,E) Verify the Campus Control Options (Pg 4)

(H only) Print SGR0450-Attendance Percentage by Course (optional)(Pg 7)

(H,M,E) Verify the Grade Reporting Campus Gradebook Options (Pg 8)

(H,M,E) Check Teacher Posting Status Report (Pg 9)

(H,M,E) Post Grades (Pg 9)

(H,M) Compute Attendance (SGR1800 Report) (Pg 10)

(H,M) Perform Grade Computation and Credit Assignment (Pg 10)

(E only) Grade Computation Elementary (Pg 14)

(H,M,E) Print Class Rolls (SGR0900 Report) (Pg 16)

(H,M,E) Post Corrections (Pg 18)

Final Report Cards

(H,M,E) Verify Campus Control Print Options (Pg 19)

(H,M) Assign Control Numbers (Pg 20)

(H,M,E) Print Final Report Cards & End of Year Reports (Pg 20)

(H only) Calculate High School Class Ranking (Pg 21)

(M only) Calculate Middle School Class Ranking (Pg 24)

(H,M) Print Grade Averaging Info (SGR2070 Report) (Pg 27)

(H,M) Cumulative Class Ranking (Pg 28)

(H Only) Senior Graduating Codes (Pg 30)

(H Only) Mark Endorsements and Industry Certifications (Pg 32)

(H Only) Mark Foundation & Distinguished Completion (Pg 34)

(H Only) Print AARs (SGR2047 Report) (Pg 35)

_____ 9.

_____ 8.

_____ 7.

_____ 6.

_____ 5.

_____ 4.

_____ 3.

_____ 2.

_____ 12.

_____ 17.

_____ 15.

_____ 16.

_____ 13.

_____ 14.

_____ 11.

_____ 20.

_____ 19.

_____ 18.

_____ 21.

TxEIS Grade Reporting EOY Checklist

_____ 22.

Updated April 2019

_____ 23.

cpolk

Highlight


(M,E) Print Grade Labels (Pg 35)

(H Only) College Credit Hours (Pg 36)

(H,M,E) Clear & Assign Year End Status (Pg 37)

(H,M,E) Manually Update Students Not Promoted (Pg 38)

(H,M,E) Verify Year End Status (Create Demo Report)(Pg 39)

(H,M,E) Clear Pass/Fail Indicators (Pg 41)

(H,M,E) Role of the Transfer Flag (Pg 42)

(H,M,E) Assign Pass/Fail Indicators (Pg 42)

(H,M,E) Verify Pass/Fail Indicators (SGR1920 Report)(Pg 43)

_____ 27.

_____ 24.

_____ 25.

_____ 26.

_____ 30.

_____ 29.

_____ 28.

_____ 32.

_____ 31.

______________________________________

How to: Grade Reporting

End of Year Checklist

ESC - Region 2

Updated April 2019


ANY TIME BEFORE THE END OF THE SEMESTER

Update your Report Card Messages. From the Grade Reporting Application select:

Maintenance>Tables>Grade Reporting Tables>Report Card Messages

• If you want a Failing Message, scroll to the bottom of the drop down list,select Failing and enter the failing message to be printed on the reportcard. Click save.

• Elementary, go to the same place but select the Elementary message.

1

_____ 1.

cpolk

Rectangle

cpolk

Rectangle

Report Card Comment Tab

We have added a language option to this table so in addition to your English report card comments you can add spanish report card comments.

Elementary Report Cards SGR1400 may use only A-Z and 1-9Secondary Report Cards SGR1300 may only use Codes A-N

The following displays the English language version:


• Use the Ellipsis to select the language code for Spanish (01)

• Users must translate the English report card comments to Spanish. If the languagecode is set to Spanish for the Guardian, but no Spanish comments have been added,then the English report card comments will print.

2


• For Incompletes run by teacher• For Blanks run by student• Run by Rpt Type C to get all: No grades, Blanks, and Incompletes

Run the report for Semester 2 Cycle 1 and then Cycle 2.You may also want to check Semester 1 Cycle 1-3.

3

Check for Missing or Incomplete Grades.

These grades are needed so that txGradebook can calculate averages accurately. From the Grade Reporting Application select:

Reports>Grade Reporting Reports>Report Cards> SGR1000-Blank, Failing and Incomplete Grades.

Teachers will have to give you the Incomplete grades. You may need to do some research to find blank grades from a student who was enrolled in another district for prior cycles.

_____ 2.

Parameter Tips:

Date Rl.n: 11/2712017 02:44

PM Cny-Oist: 000-000

Campu,: 001

Instr Instr Name

SAMPLE

Blank. Incomplete and 'N/G' Grades

Anywhere High School

Sch Year: 2011 Semester: 2 Cycle: 3 Type: Cycle

Slf Studert

ID Ped Sec Name Grd Crs Course Ttle

09 7102 ENG. I PRE-AP

09 7102 ENG.I PRE-AP


09 7830 THEATRE ARTS I


09 7825 COMM.APP.





N 03 004972 STUDENT

N 03 005012 STUDENT

N 03 005268 STUDENT

N 07 005001 STUDENT

N 07 005023 STUDENT

N 15 005015 STUDENT

N 07 005527 STUDENT

N 03 005022 STUDENT

N 03 005020 STUDENT

N 03 005017 STUDENT

Program ID: SGR1000

Page 1 of55

Trk Sex Cycle Sem ..,

1

1

1

1

1

M blank

F blank

M blank

M blank

M blank

F blank

F blank

F blank

F blank

M blank

CIT ABS

0.0

0.0

0.0

0.0

0.0

0.0

0.0

0.0

0.0

0.0


_____3. Verify the Campus Control Options

4

• Grade Reporting>Maintenance>Tables>Campus Control Options

cpolk

Line


Parameters Tab

Current Semester should be set to 2 Current Cycle should be set to a 3 Verify that the End of Cycle Dates are correct. (They should be)

Posting Tab

Posting Options should not have to be changed during the year.

5

Special note: Your campus must post an "X" under the exam grade to exempt a student in TxGradebook if Expect Exam Grade is selected.

*If you don't have semester exams then don't check expect exam.

Auto Citizenship - Select if students without a citizenship grade will receive an auto grade. Citizenship Grade - Enter the citizenship grade that will automatically be given to students. Click Save.

cpolk

Rectangle

cpolk

Rectangle


Computation Tab

Elementary Only-HS & MS will do this in step 9

Grading Concept - Elementary Schools should have this set to Sem/Final or Final. Indicates how students are awarded credit for a course-section.

How will Avg be Computed - Identifies if the computer or the teachers will calculate the semester averages and final grades.

Include Exam in Semester Average - If the elementary campus is using txGradebook and Semester exam grades should be included in semester average check this field.

Allow Recomputation - Don't select this so that only students with blank semester grades, blank final grades, or blank or zero credits are updated.

Exam Weight - If the semester exam grade should be included, indicate how much weight the exam has in the semester average by either selecting:

• Exam Weight Equal field - Select if the Exam grade should be weightedequally with the cycle grades.

• OR, Using Exam Weight and Total Weight to indicate the weight percentage.

6

Don't check if you don't do exams


_____ 4. (Optional-High School) Print SGR0450 - Attendance Percentage by Course

This report can be used to determine whether a student meets the 90% attendance rule for awarding or denying of credit.

From the Grade Reporting Application select:

Reports>Grade Reporting Reports>Student Verification>SGR0450-Attendance Percentage by Course

7

cpolk

Rectangle


This report can be shared with Teachers and/or Administrators. This report could also assist teachers in determining student exemptions for semester exams.

Verify the Grade Reporting Campus Gradebook Options are set.


Maintenance>Gradebook Options>Campus

Set 'Open for Grade Posting' to Open

This allows teacher's to select 'Mark Grades Ready to Post' for the current cycle.8

_____ 5.

cpolk

Rectangle

cpolk

Rectangle


AFTER GRADES ARE DUE IN THE OFFICE

_____ 6. Check Teacher Posting Status Report

Check the Teacher Posting Status Report to assure that all teachers have verified their grades and are ready for the grades to be posted to TxEIS.


Maintenance>Teacher Posting Status

Posting Grades

_____ 7. Post GradesFrom the Grade Reporting Appplication select:

Grade Reporting>Utilities>Grade Posting from TxEIS Gradebook

Verify Semester and Cycle are set correctly.

Check the error listing for any grade changes that need to be made. Click

9

• Select Not Ready to Post to view courses for which cycle grades are not ready to post.• Select Ready to Post to view courses for which cycle grades are ready to post.

Contact those teachers who are not ready. Once this list is empty, you are ready to post grades.

cpolk

Rectangle

cpolk

Rectangle


***Set the "Open for Grade Posting" back to Closed

_____ 8.

Complete the Report Parameters and click Run Preview.• Correct any errors on report.

_____ 9. (H, M) Perform Grade Computation and Credit Assignment (Elem go to step 10)

Perform Grade Computation and Credit Assignment for Semester 2, Final Grades (High School-Gov/Econ, etc.) and Course Credits. If your campus awards credit (this includes courses taken at Middle School with credit applied toward graduation) please complete the following:

10

Compute Attendance (SGR1800 Report)

Compute attendance in the student's grade course records so that the student's attendance will print on the teacher's class rolls and on the student's report cards. The report should be run before printing report cards, interim progress reports, or SGR1000 - Blank, Failing and Incomplete Grades.

From the Grade Reporting Application Select: Reports>Grade Reporting Reports>Report Cards>SGR1800-Compute Attendance in Course Records

cpolk

Rectangle

cpolk

Rectangle


Verify that the fields used in awarding credits are updated accurately.


Maintenance>Tables>Campus Control Options>Computation tab

Verify the following fields:

11

_____ a.

1. Grading Concept:o Semester - Award credits based on semester grade.o Final - Award credits based on the final grade.o Sem/Fin - Award Credits based on a combination of semester and final grades. If used, the Credit Seq field on

Maintenance>District Schedule is also considered.o Elem should have this set to Sem/Final or Final.

2. Include Exam in Semester Average:o If using txGradebook and Semester exam grades should be included in semester average check this field. If the

semester exam grade should be included, indicate how much weight the exam has in the semester average by eitherselecting the Exam Weight Equal field or using Exam Weight and Total Weight to indicate the weighting percentage.DO NOT USE IF you do not do Semester Exams.

3. Allow Recomputation:o If selected all grades will be recalculated. If a teacher overrides a semester grade of a 69 to a 70 that will be recalculated

to show the 69 average. You may not want to select this. If not selected then only blank grades will be recalculated.4. Blank out Semester/Final on Grade Change:

o Select whether semester and final grades should be blanked out if a cycle or exam grade changed.5. Remove Credit on Grade Change:

o Select if the academic credits awarded for a course should be blanked out if a cycle or exam grade is changed.6. Exam Weight Equal:

o Select whether the semester exam is to be weighted equally with the cycle grade when the sytem computessemester averages.

7. Total Weight:o Type the total weight. This number and Exam Weight are used together to indicate the percentage the semeser

exam should count toward the total semester grade.8. Exam Weight:

o Type the exam weight. Theis number divided by Total weight indicates teh percentage the semester exam shouldcount toward the total semester grade.

9. Don't Allow Credit if Failed Last Exam:o Select if students who failed the last semester of a course will not receive credit. Only works if grading concept is set

to Semester.

Don't check if you don't do exams

Verify that the following fields on the District Course Maintenance screen are correct.


Maintenance>Master Schedule>District Schedule

__ c.

Verify the following fields:TEA Service IDCreditsAllow Partial CreditCredit Sequence - Select the code indicating the conditions under which credits are awarded. This field is only considered in the Grade Computation and Credit Assignment utility and the Assign Pass Fail Indicators utility if Grading Concept is set to Sem/Final on Maintenance > Tables > Campus Control Options > Computation.• 1 - Full credit is awarded if final grade and first semester grade are passing.• 2 - Full credit is awarded if final grade and last semester grade are passing.• 3 - Full credit is awarded if final grade and all semester grades are passing.• 4 - Full credit is awarded if final grade and any semester grades are passing. 12


Maintenance>Student>lndividual Maintenance>Grd/Crs Maint tab

• This is important for pass/fail indicators at the end of the year.


_____ b. Assign a code of NC (No Credit) in the credit field in the student's grade course record, if the student will receive no credit due to excessive absences. Only assign a code of NC in the credit field if the student has a passing grade and excessive absences.


Perform grade computation and credit assignment.

This utility calculates and assigns semester grades, final grades, and course credits for secondary grade levels. Numeric grades and pass/fail grades (i.e., report card grade type P) are calculated. Students in elementary grade levels are excluded.

Grade Reporting>Utilities>Grade Computation and Credit Assignment

Notes:

If Compute Sem Avg is selected, Allow Recomputation inTables>Campus Control Options>Computation is selected (Recalculate all Grades), and the campus is using txGradebook, a message appears stopping the process. You will need to clear either Compute Sem Avg or Allow Recomputation.

The Exclude from Final Grade Computations options are enabled only if the Compute Final Grades field is selected. These options only apply to courses that were not taken for all semesters of the course.

Print the Grade Computation Error listing to correct student's grades. If necessary, re-run the grade computation and credit assignment option until all student's grades and credits are verified correct.

Errors should be few. Just read the error and make adjustments.

13

_____ d.

_____ e.

*YOU CAN DO THIS AS MANY TIMES AS YOU NEED IF GRADES HAVE BEEN CHANGED.

You may want to check Include WD Students if you want to compute grades for students who may have withdrawn at the end of the semester.

cpolk

Rectangle


_____ 10. (E only) Grade Computation Elementary

Check your elementary grade table to set what will print on your report cards and how cumulative averages will print.

Maintenance>Tables>Elementary

In this example, your report cards will display a semester average. Also a running cumulative average will show in the cumulative yearly average field. 14

Comp Cum Avg - Select if the system computes the cumulative year-to-date (YTD) average for students.

• If blank, the cumulative average is not calculated.• Campuses that use semester grades should only select this field at the end

of the school year.

cpolk

Rectangle

cpolk

Rectangle

• ONE CAMPUS DISTRISTS CLEAR THIS BY GRADE LEVEL FOR YOUR ELEM GRADES ONLY!


Perform ELEMENTARY grade computation. This utility calculates & assigns semester grades and final (cumulative) grades for elementary grade levels.

From the Grade Reporting application select: Utilities>Grade Computation Elementary

15

_____ b.

(E only) Clear final grades before you compute Semester grades.

From the Grade Reporting application select:

Utilities>Clear Grades, Comments, Credits, or Citizenship

_____ a.

Include WD Students - Do Not include unless you want every WD student from the entire school year.Include WD Courses - You probably do not want to include WD courses unless you offer some sort of self-paced studies.Reset Non-Grd Courses - If this field is selected, this will remove any grades that may have been transfered from a graded course to a non-graded course.Track (A for all) - Select either 1 or A if your school has more than one track. Grade Lvl - Select AL (for all) unless you have a reason to compute each grade separately. Semesters - Select 2Cycles - Cycle 3

• You will need to run this in order to be able to compute cumulative averages.

cpolk

Rectangle

cpolk

Rectangle


Always Preview Errors Most of the errors will be missing grades for move-in students. Errors should be few if you have followed these steps.

Special note: Your campus must post an X under the exam grade to exempt a student in TxGradebook if you have selected Expect Exam in your posting options. Make sure you remind your teachers!

_____ 11. Print Class Rolls

Print class rolls and distribute as proof sheets to the teachers for grade verification. From the Grade Reporting Application select:

Reports>Grade Reporting Reports>Instructors>SGR0900-Class Rolls (Student Grade Information)

16

cpolk

Rectangle


17

*Have teachers verify and sign and date each page so that it may be filed as the official gradesheet. File these class rolls once they are signed as the official grade sheets.

REMIND TEACHERS TO LOOK AT THE GRADES AND ATTENDANCE. You can print attendance report SAT0670 to get a list of the teachers on your campus to use as a checklist when your teachers turn their verification sheets back in.

If a teacher didn't post grades, run the Reset Utility to clear a course for that teacher


Utilities>Clear Grades>Credits or Citizenship• clear by course• clear cycle• execute

*You must Open Gradebook to allow teachers to mark Ready to Post and pull grades again

- This must be checked in order for the teacher to be able to re-post grades

cpolk

Rectangle

cpolk

Rectangle

cpolk

Rectangle

cpolk

Rectangle

cpolk

Rectangle


_____ 12.

Group Maintenance

Individual Maintenance

AFTER ALL GRADES ARE CORRECTED RERUN GRADE COMPUTATION!You can re-run this as many times as needed

(High School & Middle School - Step 9 / Elementary - Step 10)

Post Corrections

As you get the class roll sheets back from the teachers, you can post corrections.


Maintenance>Student>Group Maint>Post Grades tab

Or post corrections in the individual maintenance screens

Maintenance>Student>Individual Maint>Grade Update

18

cpolk

Rectangle

cpolk

Rectangle


19

Helpful Tip: Check the SGR1000 report in Grade Reporting again to make sure all grades are in for Semester 2. Put in the type of grade as semester for semester 2 to make sure your grade computation worked for all students.

_____ 13.

You may want to print W/D courses for self paced classes that may have finished prior to the end of the semester or for withdrawn students that will need a report card for the school they are transferring to.

Report CardsVerify the Campus Control Print Options From the Grade Reporting Application select:

Maintenance>Tables>Campus Control Options>Print Options

cpolk

Highlight

Verify the Campus Control Print Options are selected before printing Report Cards. Grade Reporting Application>Maintenance>Campus ControlOptions>Print Options

__ 13.

(H,M) Assign Control Numbers If high school or middle school needs to print reports cards by control number for a specific period of the day, you may need to assign control numbers to the students. From the Grade Reporting Application select:

Utilities>Assign Control Numbers

Elementary campuses should already have control numbers on your students.

Note: If you want to assign control numbers to all the students on your campus choose AL in the Grd Lvl dropdown box.

_____ 14.


20

Print Final Report Cards and End of Year reports

From the Grade Reporting application select:

Reports>Grade Reporting Reports .

Report CardsSGR 1300 Secondary 81 /2 X 11 Report Cards SGR 1400 Elementary 81 /2 X 11 Report Cards

SGR1000 Blank, Failing and Incomplete Grades You can give this report to principals, teachers and coaches for UIL eligibilitySGR1175 Report Card Proof List This report includes final cycle grades and attendance. You may want to save this report as a .pdf

Optional ReportsSGR2001 A/B Honor Rolls SGR2010 Numeric Honor Rolls SGR0280 Grade Distribution Report

Mandatory ReportSGR4500 txGradebook Assignment Audit Report - SAVE TO PDF DO NOT PRINT

*We recommend that you also save these reports in a PDF format and copyto a CD or flash drive. Store in a safe place.

_____ 15.


21

ADDITIONAL END OF THE SEMESTER GRADE REPORTING PROCESSESHigh School & Middle School Only

(Elementary go to step 19)

_____ 16.

If you are a high school campus - do this.

If you are a middle school campus- MAYBE/MAYBE NOT or do this twice. • Once saying no (to High School credit) to figure your current semester

averages for awards. Or NOT if you don't use this to figure awards.

• Or do it saying Yes to High School credit. Middle School's that offer High School courses for High School credit will need to run Current Year Grade Averaging if their receiving High School counts the points earned in Middle School toward the student's High School Class Ranking Average. (Must be in your policy)

If you are an elementary campus, you do not have to do this!

*Make sure your 8th graders are set to NY campus for this to calculate forthem. Registration>Utilities>Set NY Campus

(H Only)(M go to step 17) Calculate High School Class Ranking

From Grade Reporting Application select:

Utilities>Grade Averaging and Class Ranking

*DO NOT DO THIS FOR SENIORS IF YOU DID EARLY COMPUTATION


22

1. H.S. Credit Lvl Courses for Middle SchoolFor High Schools, leave this setting to No

Note:When high schools run grade averaging and class ranking, credit level H is written to students' current year grade average rows.

2. ProcessChoose the process appropriate for your district.

The user must decide between Grade Point Grade Averaging and Numeric GradeAveraging. If using Grade Point Grade Averaging, the computer uses the tables asillustrated below:

*Make sure you put grades > 100 if you allow them and lower than 70. If not when calculating theaverage it will calculate grades >100 and <70 as a zero.

cpolk

Rectangle

If Numeric Point Grade Averaging is used, the computer uses the Numeric Grade Averaging Operator I Value table illustrated on the following page:


Click the appropriate button to Process Grade Point Grade Averaging or to Process Numeric Point Grade Averaging.

3. SemesterSelect Semesters 1 and 2.

4. Early ComputationThis run is not an Early Computation. There should be no fields selected You may selectEarly computation after 5th cycle if calculating averages and rankings for Seniors.

5. Grade LevelUnder Grade Levels, select one or more grade levels to process.The Campus Handbook Should state the semester or six-weeks that the Val. & Sal. will benamed at the end for the year, cumulative grades for seniors SHOULD NOT be re-calculated leaving the class in the rank order established at the time of Val. & Sal werenamed. Grade levels other than grade 12 will now need cumulative calculation s that theirranking is based on grades from the entire school year. Select grades 9-11.

6. TrackSelect "All" tracks.

7. Report Sort OrderChoose the desired Report Sort Order.

8. Print CreditCheck print credit to print total credits. Only level H courses will have credits.

9. Exclude std from ranking if taking a crs that excludes him from HR• If selected and the student is taking any courses in which the HRoll cd field is set to N on the

Main.>Master Schedule>District Schedule> the student is completely excluded from the gradeaveraging and class ranking process.

• If the student is not taking any courses in which the HRoll cd is set N, but he is taking one ormore courses in in which the HRoll cd field is set to E, the courses are excluded, but the studentis still eligible for grade averaging and class ranking

23

cpolk

Rectangle


23

10. Normal MaxIn the Normal Max field, type the number that is used to flag students with excessive courses.If the course factor is greater than this number, an asterisk (*) prints next to the student'scourse factor. The number must be two digits. user can leave field blank.

11. Graduated WDIf graduated wd students are to be included, enter the WD Cd. This field overrides theIncl wdrawn stu in Avg and Incl wdrawn stu in rank fields onMain>Tables>Campus Control Options>H Roll & Gr Avg.If a student is withdrawn from the campus with a code that matches this code, the student willbe included in grade averaging and class ranking.

Click

_____ 17. (M only) Calculate Middle School Class Ranking

If the Middle School calculates Current Year Class Ranking, this will require that the Middle School run the Current Year Grade Averaging TWICE. Once to obtain the current year's class ranking average for Middle School, including the High School level courses, and once to create a line in the student's Historical Grade Average tab that contains the points earned for just the High School courses taken by the student.

Middle School Current Year Class Ranking

When middle schools run grade averaging and class ranking, select No for the H.S. Credit Lvl Courses for Middle School field to include all courses taken at the middle school with credit levels M and H that are eligible for grade averaging. If the grade averaging and class ranking includes all courses taken at the middle school, credit level M is written to the student's grade average row.

High School Credit Level Courses Taken in Middle School

Middle School's that offer High School courses for High School credit will need to run Current Year Grade Averaging if their receiving High School counts the points earned in Middle School toward the student's High School Class Ranking Average. (Must be in your policy)• If the district's grade averaging policy does not include courses taken at the middleschool for high school credit in the high schools cumulative grade averaging, do not run thisoption.• If the H.S. Credit Lvl Courses for Middle School field is set to Yes, the Grade Averagingand Class Ranking utility includes only courses taken for high school credit at the middleschool. The credit level H courses taken at middle school are the only courses included in thestudent's grade average row.• Ensure that a common grade average table code is selected for the high school andmiddle school before running grade averaging for credit level H courses taken at the middle school. 24


25

The Middle School must assign the next year campus for 8th grade students to run the High School credit level courses at Jr High for the Credit Level 'H' grade avg row. To set next year campus,

From the Registration Application:

Registration>Utilities>Set NY Campus

This line of information will be taken with the student during the Move To Grade Reporting process so that High School courses taken in Middle School will not need to be hand entered.


Utilities>Grade Averaging and Class Ranking

Note: If an error report is created. Print it. Make corrections and re-run the grade Averaging process. This process can be run as many times as needed. Both Grade Point and Numeric can be run for all students. The user will need to run the calculation (either Numeric or Grade Point) used to determine class ranking as the last run before moving to Cumulative Class Ranking.


26

1. H.S. Credit Lvl Courses for Middle SchoolTo calculate Middle School Ranking - Select 'No'If including HS courses taken in MS for High School Rank - Select 'Yes'(must have set NY Campus)

Selecting No will create the M line in the Grade Averaging tab.Selecting Yes will create the H line in the Grade Averaging tab.

2. ProcessThe high school and the middle school may run different types of gradeaveraging; however, when the middle school runs grade averaging for highschool courses only, the middle school must select the type of grade averagingused by the high school to rank its students.When running grade averaging for only high school courses taken at the middleschool, the utility uses the grade averaging tables from the student's next yearhigh school campus for calculations.

3. SemestersChoose Semester 1 & 2

4. Early ComputationThis is not an Early Computation. There should be no fields selected.

5. Grade LevelsChoose grade 8 only. Since you are doing this for High School credit.

6. TrackSelect all Tracks.

7. Report Sort OrderChoose the desired Report Sort Order.

8. Print CreditSelect to print credit for the high school credits.

Click


This report will show you how the computer got the averages it got. GIVE THE RANKING AND A COPY OF THIS REPORT TO YOUR COUNSELOR TO DOUBLE CHECK THE ACCUARCY. You should place each student's sheet in theirpermanent folder in case discrepancy over Grade Avg/Ranking is brought up. At the end of the report it will give the student's grade avg for the current year.

• This report is looking at your grade tables and weights, not the student's gradeaveraging tab.

• SGR2070 and SGR2060 grade average should match. SGR2060 is pullingfrom the grade averaging tab and the student's actual grade average.

27

_____ 18. (HS-only)Print Grade Averaging info - Report SRG2070

NOTE:Grades 9-11 will be ran with parameters set to Sem 1 & Sem 2 Seniors will be ran with parameters set to "Y" for Sem 1, Sem 2 Cyc 1 & Sem 2 Cyc 2 if early computation was done for your seniors at 5th Cycle.

cpolk

Highlight

cpolk

Highlight

cpolk

Highlight

cpolk

Highlight

cpolk

Highlight

cpolk

Highlight

cpolk

Highlight


_____ 19. (HS) (M-optional) Cumulative Class Ranking This utility uses grade averaging data for multiple years to determine class ranking.

From the Grade Reporting Application select: Utilities>Cumulative Grade Averaging & Class Ranking

28

Campus Control Information:These fields are populated with data from:

Maintenance>Tables>Campus Control Options>H Roll & Gr Avg tab:• The Nbr of Decimal Points field displays the number of places to the right of the

decimal point to which grade averages are computed.• The Grade Avg 4pt Scale field indicates if four-point grade averaging information

will print on the report.• Incl WD Stu in Avg is selected if grade averages are computed for students who

withdrew after the first cycle.• Incl WD Stu in Rank is selected if withdrawn students are included in the class rank.

****Don't do this for your Seniors if you did early computation****


Click

29

1. Credit LevelHigh School will choose "H". Middle School's that rank their students will choose"M" which will include courses taken in Middle School that count for High Schoolcredit and are marked as credit level "H".

2. ProcessSelect the type of Grade Averaging appropriate for your school

3. GradesSelect the appropriate grade levels. (You might only select Seniors)*The Campus Handbook should state the semester or six-weeks that the Val. & Sal.will be named at the end of the year.*Cumulative grades for seniors SHOULD NOT be re-calculated, leaving the class inthe rank order established at the time the Val. & Sal. were named.*Grade levels other than grade 12 will now need cumulative calculation so that theirranking is based on grades from the entire school year.

Select grades 9-11

4. Report Sort OrderChoose the desired Report Sort Order

5. Print CreditSelect to print credit

6. Print DetailsIf checked, (STRONGLY RECOMMENDED) the system prints all of thedetails for total points, course factors, and credits earned each year.Students new to your school this year will need the information from theirprevious school's MR Card entered on the Prior Year Transfer Tab.

7. If Graduated WD Students Are To Be Included, Enter the WO Code:Enter the Graduated withdrawal code so that the computer will include the WDstudents in the cumulative calculations if that is what the user wants.

*The Cum GPA, Cum Rank, Nbr of Students Ranked, Date Ranking, and Quartile fieldsare updated from the Grade Reporting Application:

Maintenance>Student>Individual Maintenance>Grade Avg Tab

cpolk

Highlight

30

_____ 20. (HS-Only)Senior Graduating Codes

Using Reset Values

From the Registration Application select:

Utilities>Reset Values

Choose the field you wish to update and fill in the corresponding information.


Senior Graduating Students must have information in the following fields:

Graduation TypeGraduation Date (mm-dd-yyyy)Texas Grant EligibilityCPR Date CompletedSpeech Date CompletedPeace Officer Interact Date (for students that enter 9th grade in the 2018-19 school year and thereafter)

This information can be coded on each student individually or you can use the Reset Values Utility to code them all at the same time.

Coding Individual Students From the Registration Application select:

Maintenance>Student Enrollment>Demo 3 tab

1. In the left column select the students who need to be coded2. Click on the single arrow to move the student to the right column3. Click Save4. Click Yes5. Click Ok6. You may choose to print the report if you desire7. Repeat for each value you need to set


31

NOTE: If you are utilizing the Graduation Plan Application students may already have been coded with Graduation Type Code.

Click

cpolk

Highlight


(HS Only) Mark Endorsements and Industrial Certifications for Senior Graduating Students

_____ 21.

Endorsements: Should be a 2 - Completed or 0 - Not pursuing. For endorsements coded a 2 enter the date completed.

Industry Certifications: Choose the certification from the drop-down box and enter the date completed.


Maintenance>Student Enrollment>(browse to student)>Demo3

If you use Grad Plan, these fields will be grayed out and you will need to use the Graduation Plan Application.

From the Graduation Plan Application

Maintenance>Student>Individual Maintenance>(Student)>PGP tab

32

33

Helpful Hint: Endorsements may be set for multiple students at one time using the Reset Values utility in the Registration application

Registration>Utilities>Reset Values>Choose Item to Reset (choose each endorsement separately)


_____ 22. (HS only) Mark Foundation & Distinguished Completion


Maintenance>Student Enrollment>(student)>Demo3 tab

If you use Grad Plan, these fields will be grayed out and you will need to use the Graduation Plan Application.

From the Graduation Plan Application

Maintenance>Student>Individual Maintenance>(Student)>PGP tab


34


35

_____ 23.

These should be signed and stamped as your official transcripts and placed in the student's permanent files.


Reports>Grade Reporting>Grades>SGR2047 AAR Multi-Year.

_____ 24.

• Elementary - SGR2091 Elementary Grade Labels• Middle School - SGR2081 Grade Labels

o The parameters should be set to your preference based on what informationyou would like to print on the labels.

(HS only): Print AARs For Graduates (SGR2047)

(M,E) Print Grade Labels

Print grade labels, including withdrawn students, and place them on your student's permanent files. From the Grade Reporting Application select:

Reports>Grade Reporting Reports>Grades>


36

_____ 25 . (H only) College Credit Hours/Dual Credit/Non Campus Based

• In the College Credit Hrs Sem fields, for each semester, type the number of college credithours the student will earn for the course. Valid values are 0-5.

o Values greater than 0 are only valid if the Dual Crdt field is set to 1. If the Dual Crdt fieldis set to 1, you must enter a value in at least one of the College Credit Hrs fields.

• Non Campus Based field - if not taught by your teacher this should be changed to whatever isapplicable to your course. Most will be an 02: Electronic/Internet/Correspondence Crs

Make sure your college credit hours and dual credit courses are marked and check your non campus based fields.


Maintenance>Master Schedule>Campus Schedule>Section tab

Clear and then Assign Year End Status

The Assign or Clear End of Year Status Code utility will code all students as promoted (WD students will not be processed).


Utilities>Assign or Clear Year End Status Code

NOTE: Year End Status codes are not extracted to PEIMS. However, the TxEIS Move to Grade Reporting/Promotion program uses these codes when determining whether to promote a student to the next grade level or to retain them in the current grade level.

Clear the year end status codes first then run the utility again to Assign year end status codes. This utility marks everyone as promoted and the user must go back and change the students who have not been promoted to a retained status.

o Grade levels KG and 1-8 are updated to 01 (Promoted Next Grade)o Grade levels 9-11 are updated to 11 (Advanced Next Grade)o Grade level 12 is updated to 12 (Graduated)

NOTE: It is VERY IMPORTANT to mark your Seniors as a 12!!! If you do not you will have to manually enter them in the Fall 2018 PEIMS because they WILL NOT rollover into the leaver tracking.

_____ 26.

37

*You can spot check these in Registration>Maintenance>Student>Demo 3


_____

Distribute the Student End of Year Status forms located at the end of this document to the campus staff responsible for retentions. Don't forget to retain 12th grade students who will not graduate.

• For all active students in grade levels K-8, the utility assigns code 01 (promoted)• For students in grade levels 9-11, the utility assigns code 11 (promoted)• For students in grade level 12, the utility assigns code 12 (graduated)

Students that are not promoted will have to be manually updated with the appropriate year end status code.


Maintenance>Student Enrollment>Demo 3 tab

Or you can select:

Utilities>Reset Values to change multiple students at one time.

38


Manually Update Students Not Promoted_____ 27.

Verify the year end status codes have been updated correctly by using the Create Demo Report function in the Registration Application. From the Registration Application select:

Reports>Create Registration ReportSelect the following paramaters:

• Last Name• First Name• Grade• Active• Year End Status

_____ 28.


Verify Year End Status Codes

39

Helpful Tip: You can use the Sort/Filter button in the report features to Filter the data by Active Status.

Click on the Sort/Filter button at the top of the report.Click the arrow next to Filter.Set the following parameters:

• Column: Active• Operator: =• Value: 1

Click OK


40

_____ 29.

A. Clear PF Indicators by - select the option by which you want to clear the fields:o Campuso Grade Levelo Studento Course

B. Clear PF for Self Paced Crs - select Yes to clear pass/fail indicators for self-paced courses.Otherwise, select No.

C. Make the following selections according to the option by which you are clearing data:• If clearing by campus, the Semester fields are displayed. Select the semester you want to clear.

• If clearing by grade level, the Semester and Grd Lvl fields are displayed. Select the semesterand grade level you want to clear.

• If clearing by student, the Semester and Student ID fields are displayed.□ Select the semester you want to clear.□ In the Student ID field, type the student ID.

o If you do not know the student ID, click Directory to select a student.

• If clearing by course, the Course, Section, Sem, and Title fields are displayed.□ Select the course, section, and semester you want to clear.□ The course title is displayed in the Title field.

Note: If Clear PF for Self Paced Crs is set to No, and a self-paced course is selected from the Course drop down, a message is displayed indicating that you must choose Yes to clear the pass/fail indicator.

D. Click Execute.• A message is displayed indicating that the process is complete.• A dialog box is displayed asking if you want to save changes. Click Yes to save the changes.


41

For grades 1-12, Pass/Fail indicators must be added to each course so that Course Completion can be reported to PEIMS for the Summer Submission. In this process the first step is to clear the previous Pass/Fail Indicators.

This utility clears the Pass/Fail field on Maintenance > Student > Individual Maint > Grd/Crs Maint by campus, grade level, student, or course.


Utilities> Clear Pass/Fail Indicators

Clear Pass/Fail Indicators

Role of the Transfer Flag

Item to Note: Courses entered as transfer courses on the student course assign screen will not be extracted during the Course Completion Extract. If you entered a first semester course for a student who transferred into your school during the second semester you had to update the transfer flag on the grade course assign screen in order to record the 1st semester grades. Although the grades are used in grade computations and in grade point averaging, these courses are not extracted during the course completion extract. Only courses completed at your campus are reported to PEIMS.

_____ 30.


Utilities>Assign Pass/Fail Indicators

This utility will automatically update the pass/fail codes for each semester of a course if all required semester and/or final grades are updated in the student grade course records. Blanks or zeros in the semester and/or final grade fields will not be updated with a pass/fail code. The program will not update existing pass/fail codes, and will only consider grade course records with a blank in the pass/fail indicator code. Therefore, carefully check the error listing for credit assignment before running the pass/fail assignment option.


42

_____ 31. Assign Pass/Fail Indicators

Semester/Final Grade Computation and Credit Assignment and Elementary Grade Computation must be run first before running Assign Pass/Fail Indicators.

The Pass/Fail Assignment option will produce an error listing for the student's courses that it could not determine the appropriate pass/fail code to assign. Verify students on error listing and make corrections if necessary. Rerun pass/fail assignment option to update the indicator fields that are still blank. The program will not assign a pass-fail indicator if there is no semester grade or if there is no semester grade, but there is a withdrawal date. Entering "NC" in the credit field will determine a pass/fail code of "04" or "OS" (Course was passed, but credit was not received due to excessive absences, first occurrence or second occurrence). Self-Paced Flag - When the pass fail assignment program is run it will assign a pass-fail indicator to a self-paced flag if:

a. The self-paced course has a semester grade and a withdrawal date.b. The self-paced course has a semester grade and no withdrawal date.

_____ 32 .

To verify that the Pass/Fail indicators have been assigned correctly, print the Pass/Fail Verification report.


Reports>Grade Reporting Reports>SGR1920 Pass Fail Verification List


43

Verify Pass/Fail Indicators

• For middle school courses that assign credit for high school-level courses, pass/fail indicators 01-02 are used (same as high school)

• For grade levels 1-8 for regular middles and elementary school courses, courses with blank or local service ID's and non-graded courses are not processed. the semester average is used to set the pass/fail indicator as follows:

13 - If the student passed the semester14 - If the student failed the semester00 - If the student did not complete the semester

TxEIS Grade Reporting Elementary EOY Checklist

STUDENT END OF YEAR STATUS: Grades KG-8

(Exceptions Only - Students not promoted)

Elem/Middle Campus: _________________________________ Campus # ______

YEAR END STATUS CODES (Grades KG - 08)

*02 Retained in the same grade 03 Placed in the next grade

*04 Placed in a transitional program 06 Promoted from a transitional program to the regular setting in the same grade 21 Status pending completion of summer school 22 Status pending - other 23 Student left the district before the end of the year, and thus no year-end status was assigned by the

district

**SSI INDICATOR – APPLIES TO 3RD 5th and 8TH GRADE ONLY

See Code Table C171 of the Data Standards

PLEASE PRINT INFORMATION

STUDENT NAME LOCAL ID SSN GRADE

YEAR END STATUS CODE

** SSI IND

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

cpolk

Highlight


STUDENT END OF YEAR STATUS: Grades 9-12

(Exceptions Only - Students not promoted)

High School Campus: _________________________________ Campus # ______

YEAR END STATUS CODES (Grades 09-12 only)

10 Not advanced to the next grade12 Graduated13 Obtained GED14 Student met all graduation requirements but has not passed exit - level TEAMS/TAAS15 Grade 12 student did not have enough credits to graduate21 Status pending completion of summer school22 Status pending - other23 Student left the district before the end of the year, and thus no year-end status was assigned by the district

PLEASE PRINT INFORMATION

STUDENT NAME LOCAL ID SSN GRADE

YEAR END STATUS CODE

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

cpolk

Highlight

u txeis grade reporting eoy checklist · 2019-04-26 · txeis grade reporting eoy checklist • for...

Documents