managing gpa class rank, and transcripts...set campus options ... this is often referred to as the...
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Managing GPA, Class Rank, and
Transcripts
TxEIS Grade Reporting
ContentsOverview .................................................................................................................................. 3
Prerequisites ....................................................................................................................................................... 3Checklist Overview ........................................................................................................................................... 4
Set Campus Options ................................................................................................................ 6
Set Up Grade Averaging Tables .............................................................................................. 9Course Type (GA Table) ................................................................................................................................... 9Numeric Grade Averaging ...........................................................................................................................10Grade Point Grade Averaging .....................................................................................................................12Verify Grade Averaging Tables ....................................................................................................................15
Set Up Courses in District Master Schedule ........................................................................ 16
Enter Student Exceptions ...................................................................................................... 19
Managing Historical Grade Examples .................................................................................. 21Historical Grade Averaging and Class Ranking Utility>.....................................................................31Grade Averaging and Class Ranking Utility.............................................................................................42
Cumulative Grade Averaging and Class Ranking Utility...................................................... 50
Verify Student Records (Maintenance and Reports)............................................................ 55Misc.................................................................................................................................................................................
Posting 12 Grade Only.................................................................................................................................67JH Credit Assignment and GPA for HS Only Course......................................................................68AAR (One Page Transcript) Cheat Sheet.....................................................................................................72Building Effective Policies................................................................... ........................................................75
Cumulative Courses Tab ................................................................................................. 77
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overviewThe TxEIS Grade Reporting application provides tools for performing grade averaging and class ranking.
The grade averaging and class ranking process determines a student’s cumulative grade average and rank, which also determines the valedictorian and the salutatorian for the campus, as well as the students graduating in the top 10% of the class.
Because TEA provides no specific guidelines for class ranking, the process can vary greatly between districts. The district’s GPA policy should be outlined in the student handbook or a similar publication.
Prerequisites� This guide assumes you are familiar with the basic features of the TxEIS Student system
and have reviewed the TxEIS Student Overview guide.
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TxEIS GPA/Class Rank Checklist
Step Number Task & Information
1. Policy Check ➢ Review District/Campus GPA and Class Rank Policy. The policy is
used to confirm the setup of course and gpa data in TxEIS.
2. Complete Semester
Report Card
Checklist
➢ Complete the Semester Report Card Checklist document. This
ensures all cycle, exam, semester grades have been verified.
Note: Not completed for early computation/end of 5th six weeks.
3. Check Campus
Options, Table
Information, and
Course Setup
➢ Set Campus Options, Setup Up Grade Averaging Tables, and Set Up
Courses in District Master Schedule Sections
➢ Report - SRG0100 Campus Information (Review Ranges and
Conversions section, Computation, Grade Averaging Tables, Grade
Reporting Table Maintenance)
➢ Report - SGR0150 Grade Reporting Tables (verification of table
values only)
➢ Report – SGR0130 to verify GA Table and GA Wt fields are set
correctly for all current year courses.
4. Update student info ➢ Enter Student GPA override values (if needed). Run Report SGR
2600 to verify.
➢ Add Data for Prior Year Courses for a transfer student’s completed
years at other school, summer school, or correspondence.
➢ Use the Historical Grade Average Utility to update prior/historical
year Grade Average totals.
5. Run Current Year
GPA
➢ Run Current Year GPA Utility – Grade Reporting > Utility > Grade
Average and Class Ranking
➢ Review individual student’s Grade Avg Info on Grade Avg tab –
Maintenance > Student > Individual Maintenance
➢ Use SGR 2070, 2075, 1925, and 2060 to verify data and determine
if changes to setup or grade information are needed. NOTE: SGR
2075 (New Report Fall 2017) allows the review of all years a
student has on the grade avg tab and the details of the
course/grade information.
➢ NOTE: Generally, the Current Year GPA Utility is run at the end of
the 1st semester, at the end of the 5th Six Weeks (early
computation), and again at the end of the 2nd semester/school
year.
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Step Number Task & Information
6. Run Cumulative GPA ➢ Run Cumulative Current Year GPA Utility – Grade Reporting >
Utility > Cumulative Grade Average and Class Ranking
➢ Review the Cumulative GPA Report(s) that are available when
running the utility.
➢ NOTE: Hand calculating a small selection of student is important
to determine accuracy of the values produced from TxEIS.
➢ NOTE: Generally, the cumulative GPA is run at the end of the 1st
semester, at the end of the 5th six weeks (early computation), and
again at the end of the 2nd semester/school year.
➢ Make sure to review policy to determine how your campus runs
these processes and at what times during the year they should be
run.
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set Campus optionsBefore proceeding, ensure that campus options are set correctly for the current school year.
Grade Reporting > Maintenance > Tables > Campus Control Options > Ranges & Conversions
� In the Highest Cycle Grade Allowed, type the highest cycle grade allowed.
IMPORTANT!If you allow a cycle grade higher than 100, this field must reflect that.
� The Lowest Cycle Grade Allowed must be set to 000, as mandated by the state.
Grade Reporting > Maintenance > Tables > Campus Control Options > H Roll & Gr Avg
Below Grade Averaging Information, set the fields according to the district and campus policy.
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� In the Grds Used for Grade Avg field, type the code indicating which grades are usedfor calculating grade average and glass rank.
z C - Cycle grades z F - Final grades z S - Semester grades
Most high school campuses use option S.
� In the Low Grade For Average field, type the lowest numeric grade that is consideredduring grade averaging. This is the lowest grade a student can receive to be used inthe grade average calculations. If a student’s grade is lower than this grade, the Grade Averaging and Class Ranking utility will use this grade as the student’s grade. For example, if this field is set to 50, and the student receives a grade of 45, the utility will use 50 for the student’s grade.
Most campuses set this field to 50 or 00.
� In the College 4pt Scale field, indicate if you want to use four-point grade averagingfor grade average calculations and reports, and if you want to include or exclude zero-weight courses. This is often referred to as the College Grade Point Average. If used, the student’s grades are converted according to the Ranges and Conversions tab.
z Most high school campuses use the 4-point scale. z Some colleges require grades that do not include zero-weighted courses.
4-point Scale Example:
The Ranges and Conversions tab values are set as follows:
The following points are awarded:
Grade Ranges Points AwardedA: 100 - 090 4.0B: 089 – 080 3.0C: 079 – 075 2.0D: 074 - 070 1.0F: 069 – 000 0.0
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These are sample grade conversions for a student’s un-weighted 4-point average using semester 1 grades:
Semester 1 Grades Points Awarded92 4.089 3.077 2.074 1.065 0.095 4.080 3.0# Courses = 7 Total Points = 17
The student’s un-weighted 4-point average is calculated as follows:
Total Grade Points / Number of Courses = 17/7 = 2.4
� In the Nbr of Decimal Points field, type the number of decimal places to the right ofthe decimal point used for the computed grade averages. The decimal places can beset from 1 to 5.
Many campuses set this field to 5.
� Select Incl Wdrawn Stu in Avg if you want to include withdrawn students in gradeaveraging.
Normally, withdrawn students are not included.
� Select Incl Wdrawn Stu in Rank if you want to include withdrawn students in ranking.
Normally, withdrawn students are not included in the rank.
� In the Incl Wd Crs in Rank field, indicate how a student’s withdrawn courses should behandled:
z A - Include withdrawn courses in calculations. z G - Include withdrawn courses if there is a grade for the course. z N - Do not include withdrawn courses.
Normally, withdrawn courses are not included (option N).
NOTE:Withdrawn self-paced courses with a semester grade are included, regardless of this field, if they are eligible courses.
� Click Save.
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set up Grade averaGinG tablesEnsure that grade averaging (GA) tables are set up correctly.
Course Type (GA Table)
Grade Reporting > Maintenance > Tables > Course Type
This page allows you to set up district-wide descriptions for numeric and grade point course types using codes 0-9 and A-Z, such as Regular, Advanced Placement (AP), Pre-AP, Dual Credit, etc. This can also be used at middle schools for Credit Level H.
The default Description for each code is User Defined. Type over User Defined with a new description as needed, and click Save.
Examples of common code descriptions:
� 2 - Dual credit � H - Honors � J - High school credit course taken in middle school � P - AP � Q - Pre-AP � R - Regular
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Setting up the Course Type table is optional. If used, these descriptions are displayed in the following locations:
� GA Table drop-down field on Grade Reporting > Maintenance > Master Schedule >District Schedule, which allows you to assign a grade averaging type to the course.
� GPA Override drop-down field on Grade Reporting > Maintenance > Student >Individual Maint > Grd Crs Maint, which allows you to assign a grade averaging type toa course for a specific student.
Numeric Grade Averaging
Any codes set up in the Course Type table must be entered in the Numeric Grade Average Operator/Value table if any courses in the district master schedule use that course type (i.e., the GA Table field on Maintenance > Master Schedule > District Schedule is set to the code).
The Numeric Grade Average Operator/Value table specifies adjustments (i.e., weights) that will be applied to the student’s grade according to the grade average type code used for the course.
Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Num Grade Avg Operator/Value
� In the Type Code field, select the course type. The drop-down list displays the typesspecified in the Course Types table in the previous step. The type code determinesthe weight (if any) which will be applied to the student’s grade when numeric grade averaging is calculated.
� In the Operator field, select the mathematical operation to be applied to the grades. � In the Value field, type the number of points to be applied using the operator selected
during grade averaging calculations. The value must be numeric. � In the Low Grade field, type the lowest grade a student can receive and still have the
adjustment applied to the grade. � In the High Grade field, type the highest grade a student can receive and still have the
adjustment applied to the grade.
IMPORTANT!The High Grade field must match the value entered in the Highest Cycle Grade Allowed field on Grade Reporting > Maintenance > Tables > Campus Control Options > Ranges & Conversions.
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Examples:
Course Type Operator Value Grade Calculation Weighted GradeDual Credit %+ - PERCENT PLUS OPERATOR 10 85 85 x .10 = 8.5
85 + 8.5 = 93.5Modified Coursework
%- - PERCENT MINUS OPERATOR 5 85 85 x .05 = 4.25 85 - 4.25 = 80.75
The operator’s calculation may produce a decimal place in the weighted grade which is not rounded up or down. The decimal place is used in calculating the student’s current year grade point average.
NOTE:If no weight will be applied to a course, such as a Regular, the Operator field must be set to + ADD OPERATOR, and the Value field must be set to 0. These settings will include the course in grade averaging and use the student’s grade at face value.
Different Weights for Different Grades:
The Numeric Grade Average Operator/Value table allows different grade ranges to have different weights applied within the same course type.
Example:
Course Type Operator Value Low Grade High GradeHonors %+ - PERCENT PLUS OPERATOR 10 090 100Honors %+ - PERCENT PLUS OPERATOR 5 075 089
NOTE:If a gap exists between grades, and a student has a cycle grade that falls in the gap, the student’s grade is calculated at face value. No points are added or subtracted.
Failing Grades:
Failing grades are processed differently in numeric grade averaging than in grade point grade averaging. Numeric grade averaging uses the grade at face value if it falls outside the high or low grade range. In grade point grade averaging, the grade must be listed in the Grade Point Grade Averaging table, with a grade other than zero, to be included in the average.
Example:
If the Low Grade field in the Numeric Grade Average Operator/Value table is set to 070, and the student’s grade is 65, the student will not receive the weighted value for the course. Instead, the student’s grade of 65 is used in calculating the GPA.
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NOTE:If the Low Grade For Average field on Maintenance > Tables > Campus Control Options > H Roll & Gr Avg is set to 50, and the student’s grade is below 50, the grade is adjustedto 50.
Blank, Incomplete, and No Grade:
Grades that are blank, incomplete (I), and no grade (N/G) are adjusted to zero in grade averaging calculations, and the course is counted in the student’s total number of courses.
Running Both Numeric and Grade Point Grade Averaging:
A district can choose to use numeric grade averaging with no weights applied to calculate the student’s true numeric average, and then use grade point grade averaging to weight the courses and rank the students. In this case, the Numeric Grade Average Operator table must include all Course Type codes used at each campus entered with the Operator field set to + ADD OPERATOR, and the Value field set to 0. Then, the Grade Point tables are used to weight the grades and used to rank the students.
NOTE:If you are running both numeric and grade point grade averaging, you must run grade point grade averaging last. Each time grade averaging is run, the program overwrites the student’s existing current year rank.
Grade Point Grade Averaging
Any codes set up in the Course Type table must have values entered on the Grade Averaging Table tab if any courses in the district master schedule use that course type (i.e., the GA Table field on Maintenance > Master Schedule > District Schedule is set to the code).
You cannot combine numeric and grade points in the Grade Averaging table; you must use one or the other.
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Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Grade Average Table
1. In the Table Type field, select the course type. The drop-down list displays the typesspecified in the Course Types table in the previous step.
2. To insert one blank row, click + Add. A blank row is displayed in the grid. Or, to insertten blank rows, click + Add 10, and ten blank rows are displayed in the grid.
3. In the Grade fields, type each numeric course grade to be adjusted.
WARNING!» You must enter every numeric grade from the high grade to the lowest grade for
the table type. If a gap exists, the student’s grade will be calculated as zero if itcorresponds to the missing grade.
» If the Highest Cycle Grade Allowed field on Grade Reporting > Maintenance> Tables > Campus Control Options > Ranges & Conversions is set to a valuehigher than 100, this table must include grades up to the highest grade allowed.Otherwise, a student’s grade will be calculated as zero if it is not included in thetable.
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4. In the Points fields, type either the grade point or numeric grade that corresponds tothe course grade when calculating grade averaging. The field can be up to five digitswith three whole numbers and two decimal places.
You can use either all grade points or all modified grades, but not a mixture of both.
Grade Points Numeric GradesGrade Points Grade Points100 5.00 100 105099 4.90 099 104098 4.80 098 103097 4.70 097 102and so on and so on
You can adjust each grade by a different amount.
Example:
You could add 10 points for grades 90-100, but only add 7 points for grades 80-89, as follows:
Grade Points Adjusted Grade100 10.00 11099 10.00 10998 10.00 10897 10.00 10796 10.00 10695 10.00 10594 10.00 10493 10.00 10392 10.00 10291 10.00 10190 10.00 10089 7.00 9688 7.00 95and so on
The table can have numeric values; however, when you run the Grade Averaging and Class Ranking utility, you must select Grade Point Grade Averaging for the Process in order to use the Grade Average tables that were set up for this purpose.
5. Click Save.
6. Repeat for the next table type.
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Verify Grade Averaging Tables
Grade averaging and class ranking is only as accurate as the data entered in the grade averaging tables. It is very important to verify that the entries in the tables are correct.
Registration > Reports > Registration Reports > Program > SRG0100 - Campus Information
SRG0100 displays campus control information and table maintenance information from Grade Reporting. Review all applicable data for accuracy and completeness.
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set up Courses in distriCt master sCheduleGrade averaging fields must be properly set for courses in the district master schedule.
Grade Reporting > Maintenance > Master Schedule > District Schedule
All courses that will be included in grade averaging must have these fields set correctly.
� Select Graded Crs if the course is graded. Only graded courses are included in gradeaveraging calculations.
� In the GA Table select the course type table which will be used to adjust the student’sgrade for the course in grade averaging calculations.
NOTE:The default value for a course is R Regular when added to the district master schedule. If R is not the correct grade average table for the course, the field must be updated.
� In the GA Wgt field, type the number of times the course and its grade are counted ingrade average calculations.
If one course meets multiple periods, you may want to adjust the weight to the number of times the course meets.
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Example:
If a student has seven one-period courses, his course factor is 7. If a student is in one course that meets three periods, and you enter the weight as 1, this student’s course factor is 5. However, If you enter a weight of 3 for the three-period course, the student’s course factor is 7.
Three-Period Course with Weight = 3 Three-Period Course with Weight = 1Math 70 Math 70English 70 English 70SS 70 SS 70Science 70 Science 70Ag Mech (3 hrs) 80 Ag Mech (3 hrs) 80
8080
Total 520 Total 360Total Divided by 7 520 / 7 Total Divided by 5 360 / 5
Grade Average: 74.2857143 Grade Average: 72
NOTE:The weight can also be used to exclude a course from grade averaging. If a course has zero weight, it is excluded. Many campuses exclude PE, Band, Athletics, Office Aide, etc. from grade averaging calculations.
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Grade Reporting > Reports > Grade Reporting Reports > Master Schedules > SGR0130 - Master Sched Section & Grd Rpting Info
Use SGR0130 to verify that all courses in the district master schedule are coded correctly for grade averaging.
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enter student exCeptionsIf a particular student in a course should have his grade adjusted differently, you can specify a course type (GA table) for the student. This is not commonly used.
Grade Reporting > Maintenance >Student > Individual Maint > Grd/Crs Maint
In the GPA Override field, select the table to be used for the student, course, and semester. If this adjustment applies to both semesters of a two-semester course, update the field for both semesters.
NOTE:You can select & to exclude the student’s course and semester from grade averaging.
Grade averaging calculations are prioritized as follows:
If the student’s GPA Override field contains a code, the program uses the table specified in this field for the course and student. If the GPA Override field is blank, the program uses the table specified in the GA Table field on Grade Reporting > Maintenance > Master Schedule > District Schedule.
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Grade Reporting > Reports > Grade Reporting Reports > Student Verification > SGR2600 - Student Grd/Crs Override Proof List
Use SGR2600 to verify that the GPA Override field is set correctly for applicable students.
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These examples show some of the most common scenarios that you will face when needing to enter grade information on students for prior years, summer school course, or making corrections to course grade information for previous years. The examples explain how to complete the steps to enter/correct the information and then how update the gpa information for the year(s) effected. Once the gpa calculations are completed for the year(s) effected that information can be reviewed on the Grade Avg tab or by running SGR 2075 Report in Grade Reporting.
Generally the changes mentioned are made on the individual student tabs (Maintenance > Student > Individual Maint) - Grd/Update, Grd/Crs Maint, Grade Average, Prior Yr Transfer, or Cumulative Courses.
Keep in mind that once the corrections are made and gpa calculations are updated for the effected year(s) that
the cumulative gpa will need to be run as well to correct the placement of the student(s) changed.
EXAMPLE 1 – Student Transfers in to your district/campus anytime during the 2nd SEMESTER.
• In situations where a student transfers anytime during the 2nd semester the courses that thestudent completed at the other district/campus during the 1st semester should be entered onthe crs assign tab and the Xfr Crs checkbox checked (This ensures NO PEIMS data is pulledregarding these classes for the student).
• If your district doesn’t offer the course, then that course should be entered in the district courselisting, copied to the campus, a section created/scheduled to a teacher, and then scheduled tothe student.
• Grades (Six weeks, semester exam, and semester avg) are then entered for the 1st semester onthe Grd Update tab.
• If this student has previous year grade information completed at another district that needs tobe entered refer to Example 2 (Prior Year Transfer Tab) for help.
• The GPA (for 1st semester) can be calculated using the Grade Averaging and Class Ranking Utility.This would only need to be rerun for the grade level and semester effected. Review the reportfrom the Grade Averaging Utility and confirm the updated gpa totals for the student.
Managing Historical Grades Examples
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EXAMPLE 2 – Student Transfers in to your district/campus at beginning of the YEAR. In situations where you need to enter a previous year or years grade information for a transfer student.
Grade Reporting > Maintenance > Student > Individual Maintenance > Prior Year Transfer Tab.
TOP GRID (SCHOOL YEAR INFO):
BOTTOM GRID (COURSE INFO):
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Prior Year Transfer Courses
The Prior Yr Transfer tab allows you to enter prior year courses for a student who transfers into
the district. This allows the courses to be printed on the AAR (SGR2047) and for GPA totals for
each year to be stored on the student.
Only one record can be created per year, and only completed years of courses can be added. If a
student transfers in the middle of the year, you must add his 1st semester courses and grades to
his current year grade course records.
If a student attended two different districts in a prior year use the district id and campus id
of the district they ended the school year when entering.
If a student attended a school OUTSIDE of Texas, use your District and Campus ids.
To enter a New School Year (Ending year) and Course Information:
• On the top Grid, click the add button and enter School Year ending, district id, campus,
and Grade Level.
• At the bottom of the screen the click the Add button. The following fields are required.
Review help for details on the other fields.
o Title, Service Id, Svc Id Type, Sem 1 (Grade), Sem 2 (if applicable), Loc Crs,other Semesters if applicable, Final Grade (only required on transcript if one
semester is failing), Credits, Ga Wgt and Ga Table
o Loc Crs # - determined by searching on campus crs tab for the year inquestion.
o The Exc Abs (Excessive Absences for each Sem), Crs Seq, AAR Use, and Special
Course Considerations should be reviewed and entered based on the transcript
received from the sending district.
Once the student Data for Prior Year is complete -
Click Recalculate GPA & Credit YYYY.
At the top of the tab, select any combination of the Numeric Grade Averaging, Grade Point Averaging, and 4 Point
Avg fields. This would be specific to your campus choice for gpa. Some run both the Numeric and Grade
Averaging.
In the 4 Point Avg field, select the code indicating how you want to calculate the four-point average. This
selection should be consistent each year. The setting can be verified for current year - Maintenance > Tables > Campus Control Options and past years by changing to historical year and proceeding the campus control
options.
The information in the Semester or Final field is displayed based on the year you have selected and on the Grds
Used for Grade Avg field on the Tables > Campus Control Options > H Roll & Gr Avg tab in the Grds Used
for Grade Avg field. Semester is most often used.
The Recalculate Only Credits field appears once you click Recalculate GPA & Credit YYYY. Select
Recalculate Only Credits if you want to recalculate only the credits when you click Recalculate GPA &
Credits YYYY (e.g., for a credit change only). For example, if you added a student’s prior year transfer
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information and clicked Recalculate GPA & Credit YYYY, and then you realized that the student had
excessive absences and should not have received credit, you can change the student’s credit (e.g., from 0.5 to
0.0). Then, select Recalculate Only Credits before clicking Recalculate GPA & Credit YYYY again. The
student’s credits are reduced on the Grd Avg tab, but his grade point average remains the same.
Once the selections are made, Click Recalculate GPA & Credit YYYY. The GPA totals
will display for the year. Click SAVE.
Example:
NOTE: The historical grade averaging utility (Cumulative Courses Tab) can only be used
in this example if a grade change occurs after the initial gpa calculations were completed
on the Prior Year Transfer Tab using the Recalculate GPA and Credit YYYY option.
EXAMPLE 3: The student is a currently enrolled student and attended the campus the previous
year. Student has completed a course not in the master schedule or student has completed a SUMMER SCHOOL COURSE. The course is not going to be added in the master schedule. Note (the course must have existed in the district/campus course list in a previous year for the system to include it in the re-run of the grade average and class rank utility and the historical grade average utility.
• To do this, add to prior year transfer tab, as shown in Example 2 (In this example the local crsnumber must be entered as well) for the ending school year.
• DO NO FORGET TO ENTER THE LOCAL CRS NUMBER. It must be present for the Current Year(Grade Averaging and Class Ranking Utility) and HISTORICAL GRADE AVG UTILITY WILL NOTINCLUDE THE COURSE IN THE RECALCULATION. This depends on the ending year used whenentering the information on the prior year transfer tab.
Updating the GPA totals:
Once the “summer school” course is entered on the prior year transfer tab, click on the cumulative courses tab. On the Historical Grade Average Options, select the appropriate options and click Recalc
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Grd Avg button. Review the results on the Print Calc Button. Refer to Help or the Historical Grade Average Utility Document for more information.
Or if the ending year entered on the prior year transfer tab was the current year rerun the (Current Year) Grade Averaging and Class Rank Utility.
EXAMPLE 4: Changing a NON-transfer grade (a grade a student completed at your campus in
Historical Year and the grade stored is incorrect). NOTE: In cases where a prior year transfer course value is determined to be incorrect (grade, credit, etc.) the changes can be made on the cumulative courses tab as well.
The grade will be changed on cumulative course tab. Click on the grade that needs to be changed and the following screen appears:
Change the grade(s), credit, etc., click on return to close and click yes to save when the save screen appears. Hit the Retrieve button on the Cumulative Courses Tab to see changed grade. The historical GPA will then need to be updated.
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Updating the GPA totals: On the Historical Grade Average Options at the bottom of the Cumulative Course Tab Screen, select the appropriate options and click Recalc Grd Avg button. Review the results on the Print Calc Button. Refer to Help or the Historical Grade Average Utility Document for more information.
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Example 5 – A course on Cumulative Courses Tab has a value (other than the grades or credits)
that can’t be modified but is incorrect on the student. Example of value that can’t be corrected on the individual student is the AAR special course consideration that is correct on all the students in the class except one. Another example could be the course name is wrong for a student.
• Click on the semester grade
• IN THE GPA OVERRIDE FIELD SELECT THE “&” SIGN (THIS ENSURES THAT THE gpa
RECALCULATION WILL NOT INCLUDE THIS CRS/SEM)
• Remove ALL the grades and credits and click Return and then SAVE the information.
• The course will disappear from view on the cumulative courses tab.
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• Refresh/Retrieve the cum crs screen to see that the course and grades are gone (hidden – thecourse still shows if record is open in historical year). English 3 in this example is gone.
• Repeat for all semesters effected.
• Enter the course on the prior year transfer tab (Example 2) entering the corrected values (nameof course, aar spec crs consideration, etc.) that was wrong.
• YOU MUST ENTER THE LOCAL COURSE NUMBER SO THE HISTORICAL GRADE AVG UTILITY WILLPICK IT UP AND INCLUDE IT IN THE RECALCULATION. Save.
• Return to the Cumulative Courses Tab. Click retrieve and confirm the corrected courseinformation displays.
Updating the GPA totals: On the Historical Grade Average Options at the bottom of the Cumulative Course Tab Screen, select the appropriate options and click Recalc Grd Avg button. Review the results on the Print Calc Button. Refer to Help or the Historical Grade Average Utility Document for more information.
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TxEIS Student
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Historical Grade Averaging and ClassRanking
TxEIS Student
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Historical Grade Averaging and ClassRanking
Grade Reporting > Utilities > Historical Grd Avg and Class Ranking
This utility should be run to recalculate grade averages for prior school years, including summerschool courses entered on the Prior Yr Transfer tab. The current school year is not included.
In addition to prior year courses that exist on the Crs Assign tab, the calculations include gradesand credits entered for courses on the Prior Yr Transfer tab under the following conditions:
The course was taken in the district.
One or more of the following has changed for the student: semester grade, final grade,credit, GA Table, and/or GA Weight.
One or more of the following has changed for the course in the district master schedule: TotalCredits, Credit Level, GA Table, or GA Weight.
NOTE: Inactive students are included/excluded from processing according to the Incl WdrawnStu in Avg and Incl Wdrawn Stu in Rank fields on Grade Reporting > Maintenance > Tables> Campus Control Options > H Roll & Gr Avg.
TxEIS Student
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Update data:
SchoolYear
Select a prior school year, or select Only Changed Students.
If a prior school year is selected:• Grade averages for all students are recalculated for that school year. This updates theAvg field (either Numeric or Grd Pt) on Grade Reporting > Maintenance > Student >Individual Maint > Grade Avg.
NOTE: Students are selected according to their enrollment status and grade level in thatschool year. For example, if the school year 2017-2018 is selected and grade level 10 isselected, grade averages will be calculated for students who are in 10th grade for schoolyear 2017-2018 and enrolled on the campus selected during school year 2017-2018.
• Class rank is only updated if rank has never been calculated for the selected campus,school year, and grade level (i.e., if Rank is blank or 0 for all students on Grade ReportingMaintenance > Student > Individual > Grade Avg.
If Only Changed Students is selected, grade averages are only recalculated for studentswith altered semester or final grades, credits, and/or GPA override grades in any schoolyear in which a change occurred, and only for school years in which a change occurred.Rank is not updated if this option is selected.
Campus The campus to which you are logged on is displayed.
Under Process, make the following selections:
Grade PointGrade Averaging
Select to use the Grade Averaging tables (i.e., Maintenance > Tables > GradeReporting Tables > Grade Averaging Table).
TxEIS Student
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Numeric GradeAveraging
Select to use the Numeric Grade Average Operator/Value table (i.e.,Maintenance > Tables > Grade Reporting Tables > Num Grade AvgOperator/Value).
Include Coursesfrom OtherCampuses
This field provides an alternative to entering an in-district transfer course onGrade Reporting > Maintenance > Student > Individual Maint > Crs Assign. Ifthe course is entered on the Course Assign tab, do not select this field.
Select to include a student's courses from another campus within the district.For example, if the student attended campus 001 for part of the year, andattended campus 002 for part of the year, you can include courses from bothcampuses, provided that the course is unique at the other campus, and wascompleted at the other campus. (A course is considered complete if the studenthas a semester grade or final grade, or credit, depending on whether the districtuses final or semester grades.)
This option can also be used if summer school is offered at a different campus.On the Prior Year Transfer tab, you can specify the campus where the studenttook the course.
This field is only enabled if Grds Used for Grade Avg is S (semester) or F(final) on Grade Reporting > Maintenance > Tables > Campus Control Options >H Roll & Gr Avg.
• Courses entered on the Prior Year Transfer tab are included if the campus ID isvalid for the district, and if the local course number matches a course number inthe district master schedule for the school year being run.
• Numeric or grade point grade averaging tables from the logged on campus areused. If the other campus used a table that does not exist at the logged oncampus, an error message is displayed.
• If High School Credit Lvl Courses for Middle School is selected, the gradeaveraging tables from the logged on campus are used for the next year campus.
Specific details about courses included:
When Include Courses from Other Campuses is selected for the Historical GradeAveraging and Class Ranking utility or on the Cumulative Courses tab, courses from anothercampus entered on Grade Reporting > Maintenance > Student > Individual Maint > CrsAssign will be included under the following conditions:
Courses that are any semester in length are included.
If a course has a GPA Override is & (Exclude from Grd Avg & Class Rank) on GradeReporting > Maintenance > Student > Individual Maint > Grd/Crs Maint, it will beincluded for calculating total credit, but excluded from grade averaging and class rankcalculations (the same as courses at the logged on campus).
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If semester grades are used for grade averaging, the semester grade at the othercampus cannot be blank, or credit must be greater than 0.
NOTE: The program will not include a course with blank semester grade for gradeaveraging, but will include it when summing credits.
If semester grades are used for grade averaging and the course is 1 semester long, thefinal grade at the other campus cannot be blank, or credit must be greater than 0.
NOTE: The program will not include a course with blank final grade for gradeaveraging, but will include it when summing credits.
The semester the course is taken at the other campus must be less than the maximumsemester selected for processing on the utility, unless the course is self-paced. A self-paced course will be included for processing for maximum semester selected as long asthe same course-semester does not exist at the logged in campus with either asemester/final grade (based on grade used for grade average), credit, more currententry date, or no withdrawal date. (This is the same way the Grade Computation andCredit Assignment utility includes courses from other campuses.)
Unless a course is self paced, Sem 2 and/or Sem 3 and/or Sem 4 must be selected.Courses from another campus are not included when only Sem 1 is selected, unless thecourse is self-paced.
There cannot be a record at the logged on campus for the same course number andsemester as the one at the other campus, unless the course at the logged on campusmeets one of the following criteria:
Has an entry date prior to the one at the other campusIs withdrawnDoes not have the applicable semester and/or final grade or credit, and Incl WdCrs in Rank is not A on Grade Reporting > Maintenance > Tables > CampusControl Options > H Roll & Gr Avg.
If both the logged on campus and the other campus have the same course number forthe same semester, the logged on campus will be considered instead of the othercampus, if the course on the login campus meets one of the following criteria:
The semester grade is not blank (regardless of entry date and withdrawal date),and Grds Used for Grade Avg is S (semester) ORThe final grade is not blank (regardless of entry and withdrawal date), and Grds
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Used for Grade Avg is F (final) ORThere is credit assigned (regardless of the entry and withdrawal date) ORThe student's entry date at the logged on campus is after the entry date from theother campus (regardless of semester grade or final grade or credit) ORIncl Wd Crs in Rank is selected on Grade Reporting > Maintenance > Tables >Campus Control Options > H Roll & Gr Avg ORThe course is still active (no withdrawal date).
If Incl Wd Crs in Rank is N on Grade Reporting > Maintenance > Tables > CampusControl Options > H Roll & Gr Avg, the course from the other campus is only includedfor processing if it meets one of the following criteria:
There is no course withdrawal date ORThe course withdrawal date is the same as the student withdrawal date from themax student enrollment record at the other campus ORThe credit is greater than 0 and not NC ORThe course non-campus instructor is 08 ORThe course is self-paced.
NOTE: This criteria does not guarantee the course will be included in thecalculations, just that the course will checked to make sure it meets othercriteria for processing.
If the grading concept is semester, and the course-semester exists at more than oneother campus with either a semester grade that is not blank and/or credit greater than0, then the course that is the most current (maximum course entry date acrosscampuses) and has either a semester grade and/or credit greater than 0 across theother campuses will be the one considered for inclusion.
If the grading concept is final, and the course is one semester long, and the course-semester exists at more than one other campus with a final grade that is not blankand/or credit greater than 0, then the course that is the most current (maximum courseentry date) and has either a final grade and/or credit greater than 0 across the othercampuses will be the one considered for inclusion.
If the grading concept is final, and the course is more than one semester long, and thecourse-semester exists at more than one other campus, hen the course that is the mostcurrent (maximum course entry date) across the other campuses will be the oneconsidered for inclusion.
Courses from another campus entered on Grade Reporting > Maintenance > Student >Individual Maint > Prior Yr Transfer are included in the following conditions:
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The district ID is logged in district, and the campus ID is a valid campus in thedistrictA value exists for a local course number
The program will process these courses the same way it would process Prior Yr Transfercourses from the logged on campus for the student.
NOTE: After the recalculation, if the program cannot determine whether numeric or grade pointaveraging was used in determining rank and GPA for a particular student and school year, theRank field on the student’s Grade Avg tab will display R* instead of N or G.
NOTE: Grade averaging tables and campus control options are used from the campus and schoolyear being processed. If the year being processed does not have table and options, then thecurrent year table and options are used.
Campus ControlInformation
Settings from the Grade Averaging Information section on Maintenance >Tables > Campus Control Options > H Roll & Gr Avg for the selected campus andschool year are displayed for your reference. These settings will be applied whenrecalculating averages for all courses taken in the district. Transfer courses takenoutside the district are not included in recalculations by this utility.
Semester Select the semester(s) for which to recalculate data. Typically, you should selectall semesters to be sure complete school year data is included in the calculation.
NOTE: Whether the semester or final average is computed depends on the settingof the Grading Concept field on Maintenance > Tables > Campus ControlOptions > Computation.
Under Options:
The following are the same fields used when running Grade Reporting > Utilities > Grade Averagingand Class Ranking.
Track Select A to process all tracks, or select a specific attendance track.Rpt Sort (Required) Select the order in which you want to sort the reports produced
when the utility is run.
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Print Credit Select to include the student’s course credits awarded for the school year onthe report.
Verify Course EntryDates
Select to evaluate the entry date on each grade-course record beforeincluding the course for the student in grade averaging. The courseentry/withdrawal dates are compared to the student’s entry/withdrawal datesfor the campus in order to verify that the student was actually enrolled on thecampus for those dates. If the date on the student record is after the end ofthe cycle or semester selected, the grade is not included in the average andranking.Usually, this field is not selected.
High School CreditLvl Courses forMiddle School
Select if the utility should include only courses taken for high school credit atthe middle school.
This option is typically used when 8th grade students have moved to 9thgrade, and calculation did not occur before running Move to Grade Reporting.You must be logged on as the middle school campus.
The H credit level courses taken at the middle school will be the only coursesincluded in the student’s grade averaging row, and the row will be marked ascredit level H.
Otherwise, the utility will include all courses taken at the middle schoolcampus with credit levels M and H that are eligible for grade averaging. Creditlevel M courses will be written to the student’s grade average row.
Exclude studentsfrom ranking iftaking a crs thatexcludes him fromHR
Select to exclude students who are taking a course that excludes them fromthe honor roll. If selected, the following occurs:
If the student is taking any course for which HRoll Cd is set to N=Excl Stu inthe district master schedule, the student is completely excluded from thegrade averaging and class ranking process.
If the student is taking any course for which HRoll Cd is set to E=Excl Crs inthe district master schedule, those courses are excluded, but the student isstill eligible for the grade averaging and class ranking process.
NOTE: If the course's GA Weight field is 0 on the district master schedule,this field may not be necessary.
Normal Max Type a two-digit number which will be used to flag students with excessivecourses. If the student’s course factor is greater than the number entered inthis field, an asterisk (*) is printed next to the student’s course factor.
Usually, this field is not selected.If Graduated WDStudents are to beincluded, enter theWD Cd
It is recommended that this field be set to 01 (Graduated).
The field overrides the Incl Wdrawn Stu in Avg and Incl Wdrawn Stu inRank fields on Maintenance > Tables > Campus Control Options > H Roll & GrAvg.
If a student is withdrawn from the campus (i.e., W/R Enroll tab in Registration)with a code that matches this code, the student will be included in gradeaveraging and class ranking even if the Incl Wdrawn Stu in Avg and/or InclWdrawn Stu in Rank fields are not selected.
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GradeLevels
Select one or more individual grade levels to update, or click All Grade Levels toupdate data for students in all grades.
IMPORTANT: This must match the grade level the student was in during the yearselected to be recalculated.
For high school credit level courses taken at a middle school, you must be on theappropriate campus for the prior year grade level (e.g., 8th grade).
• To select multiple consecutive rows, press and hold the SHIFT key while selecting thefirst row and then the last row. All the rows (between the first and last rows) areselected.
• To select multiple non-consecutive rows, press and hold the CTRL key while selectingthe first row and then the subsequent rows.
Trial Click to produce a report of calculations in order to preview results. No grade averagingcalculations are actually done. Review, save, and/or print the report.
Live Once the trial produces the results you want, click Live to perform the calculations.
When the utility is completed, a report is displayed on the utility page which lists the updatedstudents, and the Print button is enabled. This report is sorted according to your selection in the RptSort field.
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Print Click to generate the following reports. Each report opens in a new window or tab.
Options Selected
This report lists field settings used when the utility was run.
Sorted By Grade Level and Class Rank
This report lists the updated students and their grade average and the rank for the selected year(if rank was updated). If rank is not updated, students are sorted by grade average (Avg column),and the Class Rank column is blank.
NOTE: Rank is only calculated and displayed if rank has never been calculated for theselected campus, school year, and grade level (as explained above).
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Sorted By {Rpt Sort option}
This report lists the updated students and their grade average and rank for the selected year (ifrank was calculated) sorted according to the setting of the Rpt Sort field. If rank is not calculated,the Class Rank column is blank.
NOTE: Rank is only calculated and displayed if rank has never been calculated for theselected campus, school year, and grade level (as explained above).
Error Report
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This report lists student IDs and associated error message.
NOTE: The “Previously ranked…” error message in the example above can be expected,because the student’s class rank was not recalculated; therefore his previous rank is no longerapplicable.
Review, save, and/or print the reports.
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Grade Averaging and Class Ranking(Current Year)
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Grade Averaging and Class Ranking (Current Year)
Grade Reporting > Utilities > Grade Averaging and Class RankingThis utility calculates grade average and class rank for the current year. The process also updatesthe student grade averaging records, which are maintained on Maintenance > Student > IndividualMaint > Grade Avg.
IMPORTANT! For a middle school offering high school credit for any of its courses, the middleschool must know which type of grade averaging the high school runs (i.e., grade point ornumeric).
The high school and the middle school may run different types of grade averaging; however,when the middle school runs grade averaging for high school courses only, the middle schoolmust select the type of grade averaging used by the high school to rank its students. Whenrunning grade averaging for only high school courses taken at the middle school, the utilityuses the grade averaging tables from the student’s next year high school campus forcalculations.
The following reports are generated when the utility is run:
List of options selected on this page and on the Maintenance > Tables > Campus ControlOptions tabsList of student’s grade average by grade level in class rank orderList of student’s grade average information (not sorted in student rank order)Error report, if errors are encountered
NOTE:
Course-sections with the Non Campus Based field set to 08 (Credit by Exam) in the campussection record are calculated if one of the following is true:
Cycle grades are used (i.e., the Grds Used for Grade Avg field is set to C onMaintenance > Tables > Campus Control Options > H Roll & Gr Avg).Final grades are used (i.e., Grds Used to Grade Avg is F), and a student enrolled inthe 08 section has a final grade.Semester grades are used (i.e., Grds Used for Grade Avg is S) and a student enrolledin the 08 section has a semester grade.
Prior year transfer courses taken in the district are included if the course meets the followingcriteria:
The course was taken at the district and campus you are logged on to.The course was taken for the current school year.A valid value is entered for the local course ID (i.e., the ID matches a course in thecurrent year district master schedule).Note that summer school courses are typically entered as prior year transfer courses.
Self-paced courses are only included if a semester average exists, whether or not there is a
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withdrawal date. When running early computation, self-paced courses are included if theymeet the criteria for inclusion at the time early computation is run.
NOTE: Inactive students are included/excluded from processing according to the Incl WdrawnStu in Avg and Incl Wdrawn Stu in Rank fields on Grade Reporting > Maintenance > Tables> Campus Control Options > H Roll & Gr Avg.
Seniors at high school campuses
High school campuses run the Grade Averaging and Class Ranking Utility at the end of semester 1,during the 2nd semester for early computation (see the Early Computation explanations below),and at the end of the 2nd semester/end of school year. Campuses should review the local policy todetermine how the computation should be run (i.e. Valedictorian and Salutatorian, Highest-RankingGraduate/Honor Graduate Certificate).
IMPORTANT! Before running Move to Grade Reporting, all grade averaging and class rankingcalculations must have been run for the current school year. Do not forget to run the utility at theend of the final semester for grade levels 9-11. Be sure to review local policy to determine if12th graders should be run at the end of the second semester/end of school year.
Early Computations
Campuses can run early computation before the school year ends (i.e. to determine Valedictorian andSalutatorian before the school year ends. There are two options using the Early Computation fields.
Option 1:
Option 1 is often used by two-semester nine-week campuses for senior early computations. Thecampus can use the semester 1 average, and use the semester 2-cycle 1 grade as the semester 2average, as follows:
Select to process Sem 1 and Sem 2.Under Early Computation, select Sem2/Cyc1.
Option 2:
Option 2 is often used by two-semester six-week campuses for senior early computations. Thecampus can use the semester 1 average, and use the semester 2-cycle 1 and cycle 2 grades as thesemester 2 average.
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Select to process Sem 1 and Sem 2.Under Early Computation, select Sem2/Cyc1 and Sem2/Cyc2.
Option 2 requires an additional calculation to obtain the semester 2 averages:
Semester 2-Cycle 1 Grade Semester 2-Cycle 2 Grade Calculation Semester 2 Average
89 96 89 + 96 = 185185 / 2 = 92.5 93
0 89 0 + 89 = 8989 / 2 = 44.5 45
Blank, incomplete, and N/G (no grade) grades are converted to zero for grade averaging.Only whole numbers are used for semester averages. If the calculated average contains adecimal, it is rounded up or down. However, a weighted score is not rounded in TxEIS; up to5 decimal places are carried throughout the calculation and in historical.
Withdrawn students
If a student was withdrawn at one campus where he had at least one course grade, and transfers toanother campus, the student will be included when the Grade Averaging and Class Ranking utilitywhen run by the first campus (if that campus selects to include withdrawn students), until the studenthas at least one course grade at the new campus.
If a student is withdrawn and has a withdrawal code that matches the (graduated) withdrawal codeentered on the page, this condition overrides the Incl Wdrawn Stu in Avg and Incl Wdrawn Stu inRank fields on Maintenance > Tables > Campus Control Options > H Roll & Gr Avg, and the qualifyingstudents are included. The following shows the results of selecting the options for including withdrawnstudents:
Incl WdrawnStu in Avg
Incl WdrawnStu in Rank
Result
Y N All students receive an average. Only active students are ranked.An inactive student’s rank is displayed on the report as a zero.
Y Y All students receive an average and are included in the rank.N N Only active students are considered.N Y Only active students are considered.
If a withdrawn student is included in grade averaging and class ranking, the Incl Wd Crs in Rankfield on Maintenance > Tables > Campus Control Options is considered.
If A (Include) is selected, all courses are considered, regardless of withdrawal date.
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If G (If there is a grade) is selected, only withdrawn courses with grades are included.If N (Do not Include) is selected, withdrawn courses are not included.
Four-point average
Four-point average is calculated according to the College 4pt Scale field on Maintenance > Tables >Campus Control Options > H Roll & Gr Avg. The 4-point average may be calculated with or withoutweighting. Points are assigned according to the values for the Grade Conversion Information A, B,C, D, and F fields on Maintenance > Tables > Campus Control Options > Ranges & Conversions.
A = 4 pointsB = 3 pointsC = 2 pointsD = 1 point (if using Ds)F = 0 points
Low grade for average:
If a student’s grade is lower than the Low Grade for Average value on Maintenance > Tables >Campus Control Options > H Roll & Gr Avg, the Low Grade for Average value is used in place of thestudent’s grade.
If final grades are used for grade average:
A partial record is used if the following conditions occur:
The student is enrolled in part of a course, and no other section exists that would make thecourse complete.The course allows partial credit.A final grade exists.
If a student is enrolled in part of a course, and there is another section that would make the coursecomplete, the final from the other section is used.
If a student is enrolled in the complete course, but in two sections, both records are used.
Update data:
School Year Be sure the current school year. You cannot run the utility for prior years.Students grade averaging data is stored by year.
Campus ControlInformation
Settings from the Grade Averaging Information section on Maintenance > Tables> Campus Control Options > H Roll & Gr Avg are displayed for your reference.Verify the settings before running the utility.
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H.S. Credit LvlCourses forMiddle School
Yes - The utility will include only courses taken for high school credit at themiddle school. The H credit level courses taken at the middle school will be theonly courses included in the student’s grade averaging row, and the row will bemarked as credit level H.
No - The utility will include all courses taken at the middle school campus withcredit levels M and H that are eligible for grade averaging. Credit level M courseswill be written to the student’s grade average row.IMPORTANT! High school campuses should select No.
Middle school students taking H credit level courses must have a next yearcampus number assigned before the calculation will run. The next year campus isset using Registration > Utilities > Set NY Campus.
If the district’s class ranking policy does not include high school courses taken atmiddle school for class ranking, select No.
If both M and H records are required in the historical record, you can run theutility first with No selected to create the M grade averaging rows, and then runthe utility again with Yes selected to create the H grade averaging rows.
Ensure that a common grade average table code is selected for the high schooland middle school before running grade averaging for credit level H coursestaken at the middle school.
Process Select the grade averaging table:Grade Point GradeAveraging
Select to use the Grade Averaging tables (i.e., Maintenance> Tables > Grade Reporting Tables > Grade AveragingTable).
Numeric GradeAveraging
Select to use the Numeric Grade Average Operator/Valuetable (i.e., Maintenance > Tables > Grade Reporting Tables> Num Grade Avg Operator/Value).
Sem#/Cyc#Sem #
Select the cycles or semesters to include. The fields are enabled in this sectionaccording to the value in the Grds Used for Grade Avg field on Maintenance >Tables > Campus Control Options > H Roll & Gr Avg:
If set to C (cycle), the Sem#/Cyc# fields are enabled, and the Sem # fields aredisabled. Some middle school campuses use cycle grades to determine the topten students for the school year.
If set to S (semester), the Sem # fields are enabled.
• You cannot select Sem 2 unless Sem 1 is selected.
• The Sem 3 and Sem 4 fields are enabled only at four-semester campuses.
• If you select Sem 4, you must select all previous semesters.
If set to F (final), all fields are disabled.The Early Computation fields are used for doing early computations for seniors.See the Seniors at high school campuses section above for more information.
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Grade Levels Select the grade level(s) to process. Or, click All Grade Levels to process alllisted grade levels. You must select at least one grade level.
• To select multiple consecutive rows, press and hold the SHIFT key whileselecting the first row and then the last row. All the rows (between the first andlast rows) are selected.
• To select multiple non-consecutive rows, press and hold the CTRL key whileselecting the first row and then the subsequent rows.
Track (Required) Select the attendance track to process.Report SortOrder
Select the order in which you want to sort the reports produced when the utility isrun.
Print Credit Select to include the student’s course credits awarded for the current yearon the report.
Verify Course EntryDates
Select to evaluate the entry date on each grade-course record beforeincluding the course for the student in grade averaging. If the date on thestudent record is after the end of the cycle or semester selected, the gradeis not included in the average and ranking.Usually, this field is not selected.
Exclude studentsfrom ranking iftaking a crs thatexcludes him fromHR
Select to exclude students who are taking a course that excludes them fromthe honor roll. If selected, the following occurs:
If the student is taking any course for which HRoll Cd is set to N=Excl Stu inthe district master schedule, the student is completely excluded from thegrade averaging and class ranking process.
If the student is taking any course for which HRoll Cd is set to E=Excl Crs inthe district master schedule, those courses are excluded, but the student isstill eligible for the grade averaging and class ranking process.NOTE: If the course's GA Weight field is 0 on the district master schedule,this field may not be necessary.
Normal Max Type a two-digit number which will be used to flag students with excessivecourses. If the student’s course factor is greater than the number entered inthis field, an asterisk (*) is printed next to the student’s course factor. (This isnot common.)
If Graduated WDStudents are to beincluded, enter theWD Cd
It is recommended that this field be set to 01.
The field overrides the Incl Wdrawn Stu in Avg and Incl Wdrawn Stu inRank fields on Maintenance > Tables > Campus Control Options > H Roll &Gr Avg.
If a student is withdrawn from the campus (i.e., W/R Enroll tab inRegistration) with a code that matches this code, the student will be includedin grade averaging and class ranking even if the Incl Wdrawn Stu in Avgand/or Incl Wdrawn Stu in Rank fields are not selected.
Click Execute.
Print When the utility has completed processing, the button is enabled.
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Upon clicking Print, the grade averaging data is stored in the student’s record.
If you close without printing, you are prompted to save changes. Click Yes to save, or click No.
A message is displayed indicating that grade averaging and class ranking is completed. Click OK.
NOTE:
If you are running the utility for a middle school and next year campuses have not beenassigned to students, a message is displayed when you click Execute indicating that the nextyear campus was not found for some students. Click OK and a report will be generated listingthe students who do not a next year campuses assigned. Next year campus is set inRegistration > Utilities > Set NY Campus.
Print Student Course Information - SGR1925 to manually balance students' grade averaging andclass ranking for credit level H courses taken at the middle school.
Print Grd Avg Info By Student (Info only) - SGR2070 to see how grade averaging and classranking calculated credit level H courses taken at the middle school.
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Cumulative Grade Averaging and ClassRanking
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Cumulative Grade Averaging and ClassRanking
Grade Reporting > Utilities > Cumulative Grd Avg and Class Ranking
This utility uses grade averaging data for multiple years to determine class ranking. The programadds the values of each selected year and divides this by the sum of the courses factors for thoseyears.
Two reports are generated:
A report of options selected on the page and on the Campus Control Options tabs.A listing by the sort order selected. The report is similar to SGR2060 but includes totals.
Update data:
School Year The current school year, as specified on Maintenance > Tables > District ControlTable is displayed.
Campus The campus to which you are logged on is displayed.CampusControlInformation
Data from the Grade Averaging Information section on Maintenance > Tables >Campus Control Options > H Roll & Gr Avg is displayed for your reference. Verify thesettings before running the utility.Nbr of DecimalPoints
The number of places to the right of the decimal point towhich grade averages are computed is displayed.
Grade Avg 4ptScale
The field indicates if four-point grade averaging informationwill print on the report.
Incl WD Stu in Avg If selected, grade averages are computed for students whowithdrew after the first cycle.
Incl WD Stu in Rank If selected, withdrawn students are included in the classrank.
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Credit Level Select the credit level to be processed.Process Grade Point Grade
AveragingSelect to use the Grade Averaging tables (i.e., Maintenance >Tables > Grade Reporting Tables > Grade Averaging Table).
Numeric GradeAveraging
Select to use the Numeric Grade Average Operator/Valuetable (i.e., Maintenance > Tables > Grade Reporting Tables >Num Grade Avg Operator/Value).
Grades Select the current year grade level(s) to process. Or, click All Grade Levels toprocess all listed grade levels. You must select at least one grade level.
• To select multiple consecutive rows, press and hold the SHIFT key while selectingthe first row and then the last row. All the rows (between the first and last rows) areselected.
• To select multiple non-consecutive rows, press and hold the CTRL key whileselecting the first row and then the subsequent rows.
It is common for campuses to run this utility for seniors once they have run earlycomputations and determined the valedictorian and salutatorian. Once grades arefinal for the year, the campus may run the utility again for 12th grade (depending ondistrict policy).
OtherOptions
Report SortOrder
Select the order in which to print the Grade AveragingCumulative report.
Print Credit Select to print the student’s total credits for the years included inthe cumulative grade averaging. Most campuses select thisoption.
Print Detail Select to to list the prior year grade averaging information. It isrecommended that you select this option, because it allows youto see the values used to calculate the student’s cumulativegrade averaging. If not selected, only the student’s totalcumulative grade averaging information is printed.
If GraduatedWD Studentsare to beincluded, Enterthe WD Code
It is recommended that this field be set to 01(Graduated).
If graduated withdrawn students will be included in gradeaveraging and class ranking, select a withdrawal code to indicatewhich graduated withdrawn students should be included incumulative grade averaging. This field overrides the InclWdrawn Stu in Avg/Rank fields on Maintenance > Tables >Campus Control Options > H Roll & Gr Avg.
Be sure the grade averaging policy in the campus handbookexplains which graduated seniors are included/excluded in thegrade averaging and class rank.
TIP: You can run the utility multiple times back to back, changing the settings of the ReportSort Order and Print Detail fields to get different reports:
(Default) Report Sort Order is Grd Lvl, and Print Detail selected: Prints all years sortedby rank.Report Sort Order is Grd Lvl, and Print Detail is not selected: Prints one cumulative line
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per student.Report Sort Order is Alpha, and Print Detail is selected: Prints all years in alpha order.Report Sort Order is Alpha, and Print Detail is not selected: Prints one cumulative lineper student in alpha order.
Click Execute.
When the process is finished, two reports are displayed. View the reports.
Cumulative Grade Averaging Report - Options Selected - Displays the options selectedwhen the utility was run.
Grade Averaging Cumulative Report - Displays the results of the utility according to theselections of the Report Sort Order and Print Detail fields.
A message is displayed indicating that cumulative grade averaging and class ranking iscompleted.
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Click OK.
The following fields are updated on Maintenance > Student > Individual Maint > Grade Avg:Cum GPACum RankNbr of Students RankedDate RankingQuartile
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verifY student reCordsVerify the student’s grade average and class ranking data on the maintenance page and on several reports. Calculating the GPA/Class Rank by hand for a selections of students and comparing it to the system totals is recommended.
Maintenance Page
Grade Reporting > Maintenance> Student > Individual Maint > Grade Avg
� The Crdt Lvl field indicates if the row contains high school (H), middle school (M), orelementary school (E) data.
� The Year field displays the ending school year for the row of data. The student shouldhave a row for each year he was included when the utility was run.
� The Numeric Avg fields contain data if the Grade Averaging and Class Ranking utilitywas run with the Process field set to Numeric Grade Averaging. Otherwise, zeros aredisplayed.
z Nbr Crs - the number of courses successfully completed that year
z Total Points - the number of points earned that year
z Avg - the calculated average for the year
� The Grd Pt Average fields contain data if the Grade Averaging and Class Rankingutility was run with the Process field set to Grade Point Grade Averaging. Otherwise,zeros are displayed. The fields may contain numeric values the grade average tables were built with numeric values instead of grade points.
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z Nbr Crs - the number of courses successfully completed for the year
z Total Points - the number of points earned for the year
z Avg - the calculated average for the year
� The 4 Point fields contain data if the College 4 Point Scale field is set to 1 - Print &excl 0 wgt crs or 2 - Print & incl 0 wgt crs on Grade Reporting > Maintenance > Tables >Campus Control Options > H Roll & Gr Avg.
z Nbr Crs - the number of courses successfully completed for the year
z Total Points - the number of points earned for the year
z Avg - the calculated average for the year
� The Credits field displays the total number of credits the student earned for the year.
� The Rank GPA field displays the student’s GPA used in determining his class rank.
� The Nbr of Stu field displays the total number of student’s in the student’s grade levelwhen the Grade Averaging and Class Ranking utility was run.
� The Rank field displays the student’s rank out of the Nbr of Stu field. The student withthe Rank field set to 1 has the highest GPA for his grade level.
� In the far-right column, N or G is displayed to indicate if the student was ranked usingnumeric (N) or grade point (G) grade averaging.
� The following fields will display values once cumulative grade averaging is run, whichcalculates the student’s GPA and rank for the current and prior years. The process ofrunning cumulative grade averaging is described later in this guide.
z The Cum GPA field displays the student’s GPA for the current and prior years and is dependent on the number of years included. The student’s cumulative GPA can be printed on the multi-year AAR.
z The Cum Rank field displays the student’s cumulative rank, which indicates where the student’s cumulative average falls as compared to the other student’s averages in his grade level.
z The Number of Students Ranked field displays the total number of students ranked, which is based on the number of students in this student’s grade level at the time cumulative grade averaging was run.
z The Date Ranking field displays the date on which the cumulative grade averaging utility was run.
z The Quartile field displays value 1, 2, 3, or 4 indicating which quarter of the class the student falls into.
The grade level population is divided into four quarters:
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Quartile 1 = 0 – .25
Quartile 2 = .25 – .50
Quartile 3 = .50 – .75
Quartile 4 = .75 – 1.00
The student’s cumulative rank is divided by the total number of students in the grade level:
135 / 541 = 0.249354 = Quartile 1
139 / 541 = 0.256931 = Quartile 2
272 / 541 = 0.502772 = Quartile 3
408 / 541 = 0.754158 = Quartile 4
Student’s who fall within the first quartile often qualify for college scholarships.
Reports
SGR2070 - Grd Avg Info - By Student (Info Only)
SGR2070 clearly shows how each student’s GPA was calculated for each course, including the weights, tables, and values. The report can be printed for one student, grade level, or campus. Many campuses print this report at the end of the year to file in each student’s permanent record folder.
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Grade Reporting > Reports > Grade Reporting Reports > Grades > SGR2070 - Grd Avg Info - By Student (Info Only)
Example:
If you are running grade averaging early computation using the 4th and 5th cycle grades, enter the parameters as follows:
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The Grade, Weighted Value, and GA Wgt fields can be used to verify the GPA calculations for each of the student’s courses.
IMPORTANT!It is strongly recommended that you hand calculate the GPA for the top students in each grade level, and compare the hand-calculated GPA to the computer-calculated GPA. SGR1925 Student Course Information provides information to help with this process.
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SGR1925 - Student Course Information
SGR1925 can be used to verify data and troubleshoot problems identified in the SGR2070 report.
Grade Reporting > Reports > Grade Reporting Reports > Student Schedules > SGR1925 - Student Course Information
The data in the report can be used to do manual calculations.
� The semester number is displayed between the course-section and course title. � Note the Crs WD date. If withdrawn courses are not included, you must not include
these courses in manual calculations. � Note the GPA Override code if it exists. Note if it is different than the GA Table for the
course. If the student’s grade averaging table is different than the grade averagingtable for the course, his calculations will be different.
� If the Self Paced field contains Y, you must determine if the course should be includedor excluded from calculations.
� The GA Weight is the number of times the course is counted in the GPA calculations,or if the course is excluded.
� The GA Table indicates the grade averaging table used for the course. Note if this isdifferent than the student’s GPA Override code.
� In the Grade Crs field, note if the course is graded or not. � For four-semester campuses, note the Exam/Sem Pattern. If set to 2, students only
receive semester averages in semesters 2 and 4 for two-semester courses. One-semester courses can have semester averages in all four semesters.
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SGR2060 - Grd Avg and Class Rnk - Info ONLY no Update
SGR2060 provides a break down by school year for each student. The report is used to verify grade point, numerical, and four-point grade averaging data, as well as credits and class ranking for the year. The report can be used to troubleshoot abnormalities in a student’s record.
Grade Reporting > Reports > Grade Reporting Reports > Grades > SGR2060 - Grd Avg and Class Rnk - Info ONLY no Update
TxEIS Student
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SGR2075 - Cumulative Grd Avg Info ByStudent (Info Only)
Grade Reporting > Reports > Grade Reporting Reports > Grades > SGR2075 - CumulativeGrd Avg Info By Student (Info Only)
This report displays information used in calculating grade average and class rank for each of a student's courses, one student per page, for all years through the current school year (or specified ending school year) where the student took at least one graded course for the selected credit level. The report does not update student grade averaging records or calculate rank, it only displays results from the Grade Averaging and Class Ranking and Historical Grade Averaging and Class Ranking utilities.
The report is similar to SGR2070, except that SGR2075 prints all years, not just one year, for the selected credit level. NOTE: Students with historical grades information that exists on the prior transfer tab does not display on the report.
NOTE: The report includes courses that are not averaged but are counted for credit. For thesecourses an asterisk is printed in the GA Wgt column.
Run the report:
Parameter DescriptionEnding School Year(YYYY)
Type the four-digit ending school year. For example, for the 2018-2019school year, type 2019. The report will include all high school yearsthrough the specified ending school year.
Campus ID Type the three-digit campus ID, or click to select the campus.Method (G=Grade Point,N=Numeric)
G - Use the grade point method (Maintenance > Tables > GradeReporting Tables > Grade Averaging Table).N - Use the numeric method (Maintenance > Tables > Grade ReportingTables > Num Grade Avg Operator/Value).
You must specify either a student ID or grade level; the report cannot be run for all students atthe campus.
Student ID (Blankfor All)
Type the six-digit student ID number, including all leading zeros. Or, click to select the student. Leave blank to select all students.
Grade Level (Blankfor All)
Type the two-character grade level, click to select the grade level, orleave blank to select all grade levels.
The following “If Grades used=” parameters only apply if you are running the report to include
TxEIS Student
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current year data, or to the ending school year entered. For any prior school years, allsemesters/cycles are included. Make selections according to the grading concept used at the campus(i.e., Grading Concept on Maintenance > Tables > Campus Control Options > Computation).
Example: During the second semester of the current school year, where semester grades are used,you can run the report in order to determine a student's standing as of the end of the first semester.In this case, you would include all first semester cycles, and exclude all second semester cycles.
If Grades used = Sem,Include Sem 1-4 (Y, N)
If semester grades are used, for semesters 1-4 indicate if you wantto include the semester grade.Y - Include the semester grade.N or blank - Do not include the semester grade.
If Grades used = Cyc, IncludeSem 1, Cyc 1-3 (Y, N)
If cycle grades are used, for semester 1-cycles 1-3 indicate if youwant to include the cycle grade.Y - Include the cycle grade.N or blank - Do not include the cycle grade.
If Grades used = Cyc, IncludeSem 2, Cyc 1-3 (Y, N)
If cycle grades are used, for semester 2-cycles 1-3 indicate if youwant to include the cycle grade.Y - Include the cycle grade.N or blank - Do not include the cycle grade.
If Grades used = Cyc, IncludeSem 3, Cyc 1 (Y, N)
If cycle grades are used, for semester 3-cycle 1 indicate if you wantto include the cycle grade.Y - Include the cycle grade.N or blank - Do not include the cycle grade.
Credit Level (E=Elem,M=Mid, H=High)
E - Select elementary credit level courses.H - Select high school credit level courses.M - Select middle school credit level courses.
Exclude Stu Crs Excl fromHonor Roll (Y, N)
Y - Exclude students who have taken a course excluded from honorroll, as follows:
• If the Student ID parameter blank, if a student is enrolled in anycourses in which the HRoll Cd field is set to N (i.e., excludestudent) in the district master schedule, the student is not includedin the report.
• If a student ID is specified, the student is included, regardless ofthe HRoll Cd setting.
• If a student is not enrolled in any courses where HRoll Cd is N,but is enrolled in course(s) where HRoll Cd is E (i.e., excludecourse), the courses are excluded, but the student is still eligiblefor grade averaging and class ranking. In this case, the courseswith HRoll Cd E are listed on the report with the GA Wgt set to 0.
N or blank - Do not use this option.
Date Run:Cnty-Dist:Campus:
1/15/2018 4:53 PM 000-016001
Cumulative Grade Point Grade Averaging **** Information only. No update ****
TxEIS High SchoolExclude Stu Crs Excl from Honor Roll:N
SGR20751Page:
Program ID: of 2
Credit Level: H
500621 Boxer, Adrian J
122018
Course Title Crs Nbr Sec Sem Grade Weighted ValueGA
WgtGA
TableCrdtLvl
GPAOverride
HRollCd
Grade Level:Sch Year: Grades Used: Semester Campus: 001
Credit
English 4 1007 05 1 090 90.00 1 R H 0.5
Auto Basics 1106 01 1 080 0 0 R H 0.5
Pre Cal 2008 01 1 090 90.00 1 R H 0.5
Anatomy&Physiol 3012 04 1 085 85.00 1 R H 0.5
Economics 5001 03 1 085 85.00 1 R H 0.5
350 Grade Avg: 87.50004 2.5
112017
Course Title Crs Nbr Sec Sem Grade Weighted ValueGA
WgtGA
TableCrdtLvl
GPAOverride
HRollCd
Grade Level:Sch Year: Grades Used: Semester Campus: 001
Credit
English 3 1005 05 1 086 86.00 1 R H 0.5
Welding 1st Sem 1156 01 1 088 0 0 H H 0.5
Algebra 2 2004 03 1 081 81.00 1 R H 0.5
Physics 3008 15 1 086 86.00 1 R H 0.5
W History 4003 01 1 085 85.00 1 R H 0.5
Art 2 9002 02 1 096 0 0 R H 0.5
English 3 1005 09 2 082 82.00 1 R H 0.5
LiftimeNut&Well 1135 05 2 086 0 0 R H 0.5
Algebra 2 2004 03 2 093 93.00 1 R H 0.5
Physics 3008 15 2 091 91.00 1 R H 0.5
W History 4003 01 2 085 85.00 1 R H 0.5
Fnd Per Fitness 7001 04 2 096 0 0 R H 0.5
Art 2 9002 02 2 096 0 0 R H 0.5
Prin Hospitalit 9026 02 2 075 0 0 R H 0.5
689 Grade Avg: 86.12508 7.0
102016
Course Title Crs Nbr Sec Sem Grade Weighted ValueGA
WgtGA
TableCrdtLvl
GPAOverride
HRollCd
Grade Level:Sch Year: Grades Used: Semester Campus: 001
Credit
English 2 1003 07 1 076 76.00 1 R H 0.5
PrinAg,Fd&NRes 1122 02 1 076 0 0 R H 0.5
Geometry 2006 02 1 082 82.00 1 R H 0.5
Chemistry 3005 10 1 085 85.00 1 R H 0.5
US Hist 4005 13 1 081 81.00 1 R H 0.5
Spanish 2 8004 02 1 086 86.00 1 R H 0.5
Art 1 9001 05 1 092 0 0 R H 0.5
Video Game Des 9021 01 1 070 70.00 1 R H 0.5
English 2 1003 07 2 073 73.00 1 R H 0.5
PrinAg,Fd&NRes 1122 02 2 083 0 0 R H 0.5
Geometry 2006 02 2 073 73.00 1 R H 0.5
Chemistry 3005 10 2 087 87.00 1 R H 0.5
US Hist 4005 13 2 087 87.00 1 R H 0.5
Spanish 2 8004 10 2 093 93.00 1 R H 0.5
Art 1 9001 05 2 089 0 0 R H 0.5
Video Game Des 9021 01 2 081 81.00 1 R H 0.5
974 Grade Avg: 81.166612 8.0
092015
Course Title Crs Nbr Sec Sem Grade Weighted ValueGA
WgtGA
TableCrdtLvl
GPAOverride
HRollCd
Grade Level:Sch Year: Grades Used: Semester Campus: 001
Credit
English 1 1001 08 1 076 76.00 1 R H 0.5
Eng Pwr & Trans 1108 03 1 091 0 0 R H 0.5
**** Information only. No update ****Date Run:Cnty-Dist:
1/15/2018 4:53 PM
Campus:117-901
Cumulative Grade Point Grade Averaging
Borger High School001Exclude Stu Crs Excl from Honor Roll:N
SGR20752Page:
Program ID: of 2
Credit Level: H
500621 Boxer, Adrian J
092015
Course Title Crs Nbr Sec Sem Grade Weighted ValueGA
WgtGA
TableCrdtLvl
GPAOverride
HRollCd
Grade Level:Sch Year: Grades Used: Semester Campus: 001
Credit
WildlifeFishEco 1141 02 1 077 0 0 R H 0.5
Algebra 1 2001 05 1 080 80.00 1 R H 0.5
Biology 3002 04 1 083 83.00 1 R H 0.5
W Geography 4001 11 1 078 78.00 1 R H 0.5
Soccer Boys 1 7040 01 1 095 0 0 R H 0.5
Spanish 1 8003 10 1 095 95.00 1 R H 0.5
English 1 1001 08 2 080 80.00 1 R H 0.5
Range Eco Mgt 1103 02 2 073 0 0 R H 0.5
Dollar&Sense 1110 08 2 088 0 0 R H 0.5
Algebra 1 2001 05 2 086 86.00 1 R H 0.5
Biology 3002 04 2 088 88.00 1 R H 0.5
W Geography 4001 11 2 079 79.00 1 R H 0.5
Soccer Boys 1 7040 01 2 095 0 0 R H 0.5
Spanish 1 8003 10 2 092 92.00 1 R H 0.5
837 Grade Avg: 83.700010 8.0
082014
Course Title Crs Nbr Sec Sem Grade Weighted ValueGA
WgtGA
TableCrdtLvl
GPAOverride
HRollCd
Grade Level:Sch Year: Grades Used: Semester Campus: 041
Credit
Comm Apps MS 1502 22 2 081 81.00 1 R H 0.5
BMS HS Health 6002 62 2 088 88.00 1 R H 0.5
169 Grade Avg: 84.5002 1.0
3,019 36 Cumulative Grade Avg: 83.861 26.5
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NOTE: For early computation purposes for SENIORS -- Campuses that need a cycle/six weeks/nine weeks
avg included that HAS NOT been brought into Grade Reporting because the grading period is NOT complete
OR want ONLY 12th grade student grades posted will need to do the following:
Example Setup for this Scenario: Uncheck include exam in semester avg option (temporary) – Maintenance>Tables>Campus
Control Options>Computation Tab
Teachers update assignments/grades
Teachers mark grades ready to post (OR txgradebook administrator logs on and Marks all classesready to post)
Run Utility – Grade Reporting>Utility>Grade Posting from TxEIS txGradebook – make sure tocheck the box “Post Senior (12th Grade) students only
Run Utility – Grade Computation and Credit Assignment to calculate 2nd semester avg:o If applicable – check include w/d students and courses checkboxeso Select/Check computer semester Average boxo Select A for tracko Select Semester 2o Click Executeo Expect a lot of errors on student/grade levels 9-11, print report for reference point if
needed
Run Grade Avg and Class Rank Utilityo H.S. Credit Level for Middle School – NOo Process – Depends on your setup (generally Grade Point Grade Averaging)o Select both Sem 1 and 2o No Early Comp selected because the system has a second semester avg stored on the 12
grade students from the previous stepo Grade Level – 12th onlyo Track – Ao Report Sort Order-your choiceo All other settings optionalo Click execute
Utility - Run cumulative grade averaging and class Ranko Credit Level – Ho Process – same choice as aboveo Grades – 12th
o OTHER OPTIONS – OPTIONALo Print Report for hand calculation verification
Change Semester Exam setting back - (Maintenance>Tables>Campus Control Options)
Run Utility to clear grades for grading period just posted – Grade Reporting>Utility>ClearGrades, Comments, Credits, Citizenship – Choose options: (Example)
o Use extreme CAUTION when making selections on this screen to ensure you don’tclear the WRONG information!
o Clear by: Campuso Clear: Sem Gradeso Semester: 2o Cycle: 3 (or 2 if 9 weeks setting)o CHECK BOX: Reset Teacher ‘Gradebook Ready to Post’ Flago Repeat Clear steps to clear cycle grade (cycle 2 semester 2 in 4 nine weeks setup, cycle
3 semester 2 for 6 six weeks)
Posting 12th Grade Only for GPA
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• Semester 1, 2 and Final Grades (if applicable) must be completed
• Courses information must be set correctly at the district level - maintenance>masterschedule>district
a. Total credits (.5 or 1.0 generally)b. Allow Partial credit checked if 1.0 or greaterc. Credit Sequence set to 4 (generally)d. Credit Level set to He. GA Table set to appropriate tablef. GA Wgt set to 1 (generally)
• Next Year Campus value must be set on Grade Level(s) that the utility is being run for or anerror will be produced (Registration > Utilities > Set NY Campus)
To Compute Credits for Junior High Students taking High School Credit Level Courses:
Grade Reporting >Utilities>Grade Computation and Credit Assignment for High School Credit
1. Select Include Withdrawn Students to include withdrawn students in the process
(optional).
2. Select Include Withdrawn Courses to include withdrawn courses in the process
(optional).
3. Select Compute Semester Average to calculate semester grades.
JH Credit Assignment and Grd Avg for Hs CoursesStudents at the Junior High campus that take High School credit level course must have the Grade Computation and Credit Assignment for High School credits process completed for the course grade and credit information to “Move” with their records to the High School Campus.
Before completing these processes:
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4. Select Compute Final Grades to calculate final grades. If selected, the fields under
Exclude Final Grade Computations are enabled.
1. In order to determine whether to select compute semester average and compute
final grade refer to Grading Concept setting – maintenance>tables>campus
control options – Grading Concept, If Semester only just check semester, if
sem/final select compute semester and final
5. Select Award Credits to award credits.
6. Select Award Credits Self-Paced if you want to award credits to self-paced courses. If
the field is selected, credits are assigned if the course has a semester grade. (optional and
generally not done at junior high)
7. In the Track field, click to select a track number. Select A to calculate grades and
assign credits for all tracks. The field is required.
8. Select Reset Non-Graded Courses to reset non-graded courses. (optional and generally
not checked)
9. Under Semesters, select the semesters to be updated. It is important to select all
semesters that should be updated, since semesters are considered when awarding grades
or credits. You must select at least one semester.
10. The Exclude Final Grade Computations options are enabled only if Compute Final
Grades is selected.
• The options only apply to courses that were not taken for all semesters of the course.
• If any options (exclusions) are selected, a list of the students and courses excluded from
final grade computation is produced.
• If no courses qualify for exclusion, a message is displayed indicating that no courses
were found to exclude from final grade computation.
11. Click Execute. A progress bar displays the progress of the student IDs being processed.
• If the following conditions exist, the process is stopped, and a message is displayed:
• Compute Semester Average is selected.
• Allow Recomputation on the Maintenance > Tables > Campus Control Options >
Computation tab is selected (recalculate all grades).
• The campus is using txGradebook.
You must clear either Compute Semester Average or Allow Recomputation.
• If the following conditions exist, the process is interrupted, and a message is displayed:
• Compute Semester Average is selected.
• Allow Recomputation on the Maintenance, Tables > Campus Control Options >
Computation tab is selected (recalculate all grades).
• The campus is not using txGradebook.
The message asks if you want to continue the process. Click Yes to recalculate all grades, or
click No to stop the process.
• If errors are encountered, errors and warnings are displayed in the error listing at the
bottom of the page.
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*****Credits are assigned to the high school courses for students at the junior high that are
taking them.*****
Grade Averaging and Class Rank:
The utility calculates grade average and class rank for the current year.
The process also updates the student grade averaging record, which is maintained on the
Maintenance > Student > Individual Maintenance > Grade Avg tab.
The utility prints the following four reports:
• A report of the options selected on the page and on the Maintenance > Tables > Campus
Control Options page
• A listing by grade level and class rank
• A listing by the sort order selected
• An error report if errors were encountered
To calculate grade average and class rank for H.S Credit Lvl Courses for Middle School:
1. From the Utilities menu, select Grade Averaging and Class Ranking. The Grade
Averaging and Class Ranking page is displayed.
2. Under H.S. Credit Lvl Courses for Middle School, indicate if you want to consider
only credit level H courses in the grade averaging and class ranking process.
• Select Yes to consider only credit level H courses. An H credit level row is created on the
Maintenance > Student > Individual Maintenance > Grade Avg tab.
3. Under Process, select the type of grade averaging.
• Select Grade Point Grade Averaging to use the grade averaging tables.
• Select Numeric Grade Averaging to use the numeric grade averaging operator/value
tables.
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4. From the Sem/Cyc, Sem, and Early Computation Sem/Cyc fields, select the semester
and cycle you want to process. The fields are enabled according to the Grade Used for
Grade Average field on the Maintenance > Tables > Campus Control Options page. The
fields are disabled if the value is F (final grades).
• Early computation can be used if the Grades Used for Grade Average field is set to S
(semester). Under Grade Levels, select one or more grade levels to process.
• To select consecutive grade levels, press and hold the Shift key while selecting a row to
start at and then a row to end the selection. All the rows in the sequence are selected.
• To select nonconsecutive grade levels, press and hold the Ctrl key while selecting
random rows until all rows have been selected.
• Click All Grade Levels to select all listed grade levels.
5. In the Track field, click to select the track to process, or select A for all tracks. Only
valid tracks for the selected campus are displayed in the drop down.
6. In the Report Sort Order field, click to select the order in which to print the reports.
7. Select Print Credit to print total credits. If selected, only credits for credit level H
courses that students took at the middle school for the current school year are printed.
OPTIONAL
8. Select Verify Course Entry Dates to evaluate the entry date on each grade/course
record. If the date on the student record is after the end of the cycle or semester selected,
the grade is not included in the average and ranking. OPTIONAL
9. If you select Exclude std from ranking if taking a crs that excludes him from HR, the
following occurs: OPTIONAL. See Help for more information.
10. In 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’s course factor. The number must be two digits. OPTIONAL
11. In the If Graduated WD Std are to be included, enter the WD Cd field, click to
select the withdrawal code if graduated withdrawn students will be included in grade
averaging and class ranking. The field overrides the Incl Wdrawn Stu in Avg/Rank
field on the Maintenance > Tables > Campus Control Options page. OPTIONAL
• Click Execute. A message is displayed confirming the school year for the grade
calculations.
Notes:
• When grade averaging and class ranking includes only courses taken for high school
credit at the middle school, credit level H is written to the middle school student’s current
grade average row – maintenance>student>individual maintenance – grade avg tab.
• Print SGR1925 - Student Course Information to manually balance students' grade
averaging and class ranking for credit level H courses taken at the middle school.
• Print SGR2070 - Grd Avg Info By Student (Info only) to see how grade averaging and
class ranking calculated credit level H courses taken at the middle school.
AAR (One Page Transcript) Cheat Sheet
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1 2
3
4 5
6
7 8
AAR (One Page Transcript) Cheat Sheet
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The Academic Achievement Record (AAR) and/or Transcript is an official record of a student’s academic performance while in high school, which may also include high school courses completed in middle school. Use the 2012 AAR Minimum Standards Guide (TEA) to understand the requirements for managing data on the transcript.
The AAR 1 Page Transcript can be printed 2 ways: Grade Reporting>Maintenance>Reports>SGR2047 AND Grade Reporting>Maintenance>Student>Individual Maintenance>Cumulative Courses Tab
1. Student Demographic Data - Registration > Maintenance > Student Enrollment > Demo 1 and Contacts Tab2. District and Campus Information
a. District Name -Registration > Maintenance > District Profile > District Information > DistrictMaintenance
b. Campus Information – Registration > Maintenance > Campus Profile > Campus Information Maintenance
c. College Board Campus Code (CBCC) - Registration > Maintenance > Campus Profile > Campus InfoMain > Control Info Tab
3. Texas Grant Eligibility Indicator - Registration > Maintenance > Student Enrollment > Demo 3 (Utilities > ResetValues can be used to mass reset)
4. Exit Level Assessment and EOC Assessments – Test Scores > Maintenance > Individual Maintenance > TAKS and EOC
5. School Awarding Credit – Comes from prior year transfer tab (if student transferred grades from anotherdistrict), historical grade reporting, and current year grade reporting.
6. Course/Grades/Credits Sectiona. Name and Placement of course on transcript - The name and placement of the course on the
transcript is based on the service id value given to the course at the district schedule level in TxEIS. A course can be placed under a different subject heading by using the AAR Use override on the districtcourse, campus course/section, or the individual student (Grd/Crs Maint Tab)
b. Semester 1, Semester 2, Avg, and Credit – courses won’t show on a transcript without a semestergrade. Semester grades and final averages are determined by campus setting and the information entered and calculated within the txGradebook and/or Grade Reporting. Credits are assigned based the settings of the course, campus table settings, and the grades earned by the student. A N.C. value can be entered on a student on the Grd/Crs Maint tab or by using the Exc Abs field on the prior yeartransfer tab when denying credit based on absences.
c. Special Course Considerations – (legend at bottom of transcript) can be noted on a student’s gradecourse record (example shown J – Course completed prior to grade 9). The system will look on the student’s grd/crs maint tab or prior year transfer tab first, then the course/section, and finally at the district course.
d. Local Credit – courses will show under this subject heading if the course has a service id that starts with an 8. Local Credits will show in total credits if chosen when printing transcript.
7. GPA/Class Rank and CPR/Speech Informationa. Date of Class Rank, Rank, GPA, Quartile, and Class Size = this information is pulled from the Grad Avg
tab on the student’s grade course records – Grade Reporting > Maintenance > Student > IndividualMaintenance > Grade Avg Tab. GPA and Class Rank data is calculated using the Grade Averaging andClass Ranking and the Cumulative Grade Averaging and Class Ranking Utilities. SGR2047 (AAR Multi-Year) report has parameters that allow the user to choose whether not this data is printed.
b. CPR Date Completed and Speech Date Completed - can be managed in Registration > Maintenance >Student Enrollment > Demo 3 unless the student has a Graduation Plan assigned from the Graduation Plan application. Changes would then need to be made in Graduation Plan.
8. Date of Certificate of Coursework Completion, Speech Date Completed, CPR Date Completed, GraduationDate, Graduation Program Type, Endorsements – can be managed in Registration > Maintenance > StudentEnrollment > Demo 3 unless the student has a Graduation Plan assigned from the Graduation Plan application.Changes would then need to be made in Graduation Plan.
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9. Performance Acknowledgment Fields (Outstanding performance on Assessment, Bilingual/Biliteracy, DualCredit, Associate Degree, Industry Credentials or Certification, and College Board AP/IB Examinations) – aremanaged on the student in Graduation Plan > Maintenance > Student > Individual Maintenance – PGP orPerformance Acknowledgement Tabs.
NOTE: The transcript can be printed to include the details of various test scores that the student has on his record in Test Scores Application. Review the help for an explanation of the different options when printing the test scores page.
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AAR (One Page Transcript) Cheat Sheet
Building Effective Policies
Winter Governance and Legal Seminar
March 2-4, 2017
EXAMPLE
EIC(LOCAL): QUESTIONS TO CONSIDER
CALCULATION
Which semester grades will be included when calculating class rank?
• Will this depend on the grade level in which a course was taken?• Will this be limited only to courses in certain subject areas?• Are the grades in any specific subject or any specific type of course excluded?• Are any grades excluded because of the method by which they were earned, or because of the time or
place in which they were earned?• Will failing grades be included in the calculation?
WEIGHTED GRADE SYSTEM
CATEGORIES
• What does the district call its grade-weight categories?• How are the categories defined, i.e., what types of courses are in each of the categories that
receive higher weight?
What kind of grade weight system is used?
Converting semester grades to grade points using a grade point chart (e.g., 4.0/5.0 scale), then averaging to get a weighted grade point average
• What are the highest numbers of points for the categories (e.g, 4.0, 4.5, 5.0)?• If failing grades are included in the calculation, does the grade point scale extend below 70 or are
all grades below 70 given 0.0 grade points?
Adding points to the numerical semester grades in eligible courses, and then averaging to get a weighted numerical grade average
• How many points are added to the semester grades in each of the categories?• If failing grades are used in the calculation, will these points be added to failing grades in the
respective categories?• What grade is recorded on the transcript (AAR): the actual number grade earned for the
semester or the weighted numerical grade after the addition of points?
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Multiplying the numerical semester grades in eligible courses by some specified multiplier, and then averaging to get a weighted numerical grade average
• By what numbers are the semester grades in each of the categories multiplied?• If failing grades are used in the calculation, will these multipliers be applied to failing grades in
the respective categories?• What grade is recorded on the transcript (AAR): the actual number grade earned for the
semester or the weighted numerical grade after applying the respective multiplier?
Other grade weight method: (please describe)
TRANSFERRED GRADES
When a student enrolls from another school and brings grades in courses that can be properly documented as courses that fit into your district’s weighted categories (e.g., Advanced Placement courses or dual credit courses), will the district give those grades weight in the same way you give weight to grades in such courses taken in your district? Are there any limitations on this?
LOCAL GRADUATION HONORS
At what point in the school year does the district calculate class rank for the purpose of determining local honor recognitions?
VALEDICTORIAN AND SALUTATORIAN
• Are there any eligibility requirements for recognition as the valedictorian/salutatorian?• If so, are there any eligibility requirements for valedictorian/salutatorian recognition that are
specific to the foundation program? If so, with which graduating class will those rules becomeeffective?
• To how many decimal places does the district carry the calculation of weighted GPA or weightednumerical grade average for class rank?
• If students are tied for highest/second highest class rankings for valedictorian/salutatorianrecognition after that calculation, does the district apply any other methods to determine whichstudent will receive the higher honor? If so, what methods are used, and does your district usethese tie-breakers for both valedictorian and salutatorian honors?
HIGHEST RANKING GRADUATE
State law makes an honor graduate certificate available to the highest-ranking graduate.
• Does your district award this certificate to:o The student with the actual highest rank; oro The student who meets the local eligibility criteria for recognition as valedictorian, even though
another student may have a higher rank in the graduating class?• If the district awards the certificate to the student with the highest rank, does the district recalculate class
rank at the end of the school year?
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TxEIS Student
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Cumulative Courses TAB
Grade Reporting > Maintenance > Student > Individual Maint > Cumulative Courses
This tab allows you to view and update a student's courses and grade information from all years. Historical grade averaging can also be recalculated, andyou can print the student's AAR (same as SGR2047) from this tab.
View data:
Select a student
Click Retrieve.
The student's demographic data is displayed.
Graduation Plan information is displayed if available. If a student has a Graduation Plan and is pursuing or has completed Foundation High SchoolProgram (FHSP), is pursuing or has completed the Distinguished plan, and/or is pursuing or has completed any of the five endorsements, thatinformation is displayed below the student ID.
The Status field displays ACT (active) or W/D (withdrawn) according to the student's current enrollment status.
TEXAS GrantInd The code indicating the student’s TEXAS Grant eligibility status is displayed, as set on Registration > Maintenance > Student Enrollment
> Demo3.
CreditThe number of credits earned by the student is displayed and cannot be manually change from here.
StateThe total number of state credits earned is displayed.
If a course's AAR Use is anything other than local, it is counted as state credit.
LocalThe total number of local credits earned is displayed.
For a local credit courses, one of the following must be true:
• The course's AAR Use must be set to L:Local Credit either district-wide on Maintenance > MasterSchedule > District Schedule, or at the student-level on Maintenance > Student > Individual Maintenance> Grd/Crs Maint or Maintenance > Student > Individual Maintenance > Cumulative Courses (click theSemester Grade link).
or
• The Service ID (from C022 table) must set as a local service ID. In this case, you do not have to set theAAR Use field.
IMPORTANT: The value is only displayed if Include - Local crs in Credit Totals is selected andyou click Retrieve.
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Credit Totals (State)orCreditTotals(State+Local)
Initially, Credit Totals (State) is displayed, which displays the total number of state credits earned,excluding local credits.
If you select Include - Local crs in Credit Totals and click Retrieve, the field name changes to CreditTotals (State+Local), and the field displays the sum of both state and local credits earned.
CumulativeGPACollege 4PointClass RankClass Sizeand Quartile
The student's grade averaging and class ranking information is displayed. This data is populated and updated when the Cumulative GradeAveraging and Class Ranking utility is run.
EOCAssessments The student's test administration dates and levels for the highest level achieved for each test subject are displayed, as determined by the
Student Academic Performance values on Test Scores > Maintenance > Individual Maintenance > EOC.
If a student has more than one record for a test subject with the same highest level achieved, the most current test administration datefor that subject is displayed.
For EOC, if a level cannot be determined for the subject, the EOC Assessment level on the AAR displays I. This applies tostudents who do not have a value for Student Academic Performance Level I, II, or III for the five EOC subjects that appear onthe AARs, are not combining Reading and Writing Scores for English I or English II, and are not exempt from taking the examwith either an AAR exemption or ARD exception.
Individual Graduation Committee (IGC) Students:
You can modify the grid view clicking Transcript or Test Scores.
The default view is the transcript data.Select Test Scores to view an embedded report displaying the test view.
In the Transcript view:
The student's semesters 1 and 2 grades are displayed.
NOTE: If the campus has four semesters, the student's semesters 3 and 4 grades are displayed in the Sem 1 and 2 columns with a # next to the grade.
If the student received no credit due to excessive absences, an asterisk is displayed next to the final grade.
Trans is selected if the course meets one of the following criteria:The course is a prior year transfer course.Xfr Crs is selected for the course on the Crs Assign tab.
Two semesters of the same course are combined onto one line, and Xfr Crs is selected on the Crs Assign tab for at least one of thosesemesters.
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If a course has an AAR use code of W (i.e., PE-equivalent waiver), the course is displayed twice: once with grade W, and again with the actual coursegrade.
To avoid duplication, if Xfr Crs is selected for a course on the Crs Assign tab, it will not appear if the same course already appears as a non-transfercourse taken on a different campus for the same school year and semester with the same semester grade, final grade, and credit awarded.
If a course has a special course consideration of 0 (i.e., the Spec Cons field is set to 0 (FHSP endorsement course) on Maintenance > Master Schedule >District Schedule), it will display as 10 on the Cumulative Courses tab under Spec Crs 1 or Spec Crs 2, and on the AAR under SE (i.e., specialexplanation code).
Indicate the data you want to see in the Transcript view:
Include Withdrawn CoursesSelect if you want to include withdrawn courses.
Local crs in CreditTotals Select if you want to include the total local credit in the Credit Totals field. Leave blank to exclude the total
local credit.
DisplaySelect the data to display.
NOTE: If you select GPA Only, “DNR” (i.e., does not rank) is displayed in the Rank field of the AAR report.
TestScores For each assessment, indicate the data you want to view:
Note:• If you select Test Scores, the data will be displayed on the screen.• If you click Print Test Scores, the data will be displayed in a report.• If you click Print AAR/Tst Scr, the data will be displayed on a sub-report.
DateSelect to display only the administration dates.
ScoreSelect to display the assessment scores and administration dates.
BestThis option is not available for TAKS.
For ACT and SAT: Select to display the administration date and assessment scores for the exam with the best total score.
For EOC and AP: Select to display the best score and date of the score for each subject.
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If you select Best for SAT and the student took the SAT prior to March 2016 and also took the SAT March 2016 or later,both the record with the highest reading, writing, and math scores total for tests taken prior to March 2016 and the recordwith the highest evidence-based reading, writing, and math section scores total taken March 2016 or later are displayed.
The old scores total is a combination of 3 values (reading, math, and writing), each with a range of 200-800 for a possible totalof 2400. The new scores total is a combination of evidence-based reading & writing and math section, each with a range of200-800 for a possible total of 1600. Therefore, if the student has more than one record and at least one record has the oldscores, and at least one record has the new scores, the record with the highest total for the old and the record with the highesttotal for the new scores are displayed as best. It is possible for a student to have two records for Best.
If no selection is made, no information is displayed for the assessment.
If you made changes, click Retrieve to refresh the page.
Print Test Scores (from Test Scores view) Print the student's test scores.
Print AAR (from Transcript view) Print the student's Academic Achievement Record (AAR) (SGR2047).
Print Screen Print the information as it appears on the page.
Print AAR/Tst Scr Print the student's AAR and test scores.
Modify data for a current year course:
Click the grade link in the Sem # field. The Grd/Crs Maint tab opens allowing you to change the information. Note that the tab opens in a new page,without the tab headings.
1.
From the Grd/Crs Maint tab, click Return. You are prompted to save any changes. Click Yes.2.
If you made changes, click Retrieve to refresh the page.3.
Click Save.4.
On the Grd/Crs Maint tab, you cannot change grade-course information for a course that was taken in a different district.
If you change a semester grade, and Blank out Semester/Final on Grade Change is selected on Maintenance > Tables > Campus ControlOptions > Computation, the final grade is deleted when you save.
Modify data for a prior year transfer course:
If the course was taken outside the district, or taken within the district but entered on the Prior Yr Transfer tab (e.g., summer school course), the Prior YrTransfer tab opens when you click the grade link in the Sem # field. Note that the tab opens in a new page, without the tab headings.
You can update data for a prior year if you have been granted historical update access in Security Administration. When the data is saved, your user ID and thedate-time stamp are recorded on the Grd/Crs Maint tab.
Click the grade link in the Sem # field. The Prior Yr Transfer tab opens allowing you to change the information.1.
From the Prior Yr Transfer tab, click Return. You are prompted to save any changes. Click Yes.2.
If you made changes, click Retrieve to refresh the page.3.
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Click Save.4.
Recalculate historical grade averages:
HistoricalGradeAveragingOptions
It may be necessary to update a student’s grade for a previous school year, including courses taken within the district (whether recorded onthe Crs Assgn tab, or courses taken within the district and recorded on the Prior Year Transfer tab - such as summer school). When thestudent’s grades, credits, and/or GPA override are updated, you can recalculate the student’s overall grade point average (GPA) using numeric,grade point, or 4-point averaging. For courses entered on the Prior Year Transfer tab, changes to GA Wgt and GA Tbl also affect the overallgrade point average. Rank is not updated.
Individual student grade averages are only recalculated for prior school years where the following fields have changed:
Sem AvgFinal AvgCreditsGA Table/GA WeightGPA Override
NOTE: If the student has both regular courses and prior year transfer courses within the same school year, grade average will not berecalculated for that school year unless the course has the same district and campus you are logged on to, and a valid local coursenumber on the Prior Year Transfer tab.
NumericAvg Select to recalculate using numeric grade averaging (i.e., Maintenance > Tables > Grade Reporting Tables > Num Grade
Avg Operator/Value).
Grade PtAvg Select to recalculate using grade point grade averaging (i.e., Maintenance > Tables > Grade Reporting Tables > Grade
Averaging Table).
4 Point AvgIf using four-point average, select the code indicating how you want to calculate the average.
SemesterFinal Select whether to recalculate the semester or final average. Semester is the default. Be sure to change this field if final
grades are used in grade average calculations.
Include Coursesfrom OtherCampuses
This field provides an alternative to entering an in-district transfer course on Grade Reporting > Maintenance >Student > Individual Maint > Crs Assign. If the course is entered on the Course Assign tab, do not select this field.
Select to include a student's courses from another campus within the district. For example, if the student attendedcampus 001 for part of the year, and attended campus 002 for part of the year, you can include courses from bothcampuses, provided that the course is unique at the other campus, and was completed at the other campus. (A courseis considered complete if the student has a semester grade or final grade, or credit, depending on whether the districtuses final or semester grades.)
This option can also be used if summer school is offered at a different campus. On the Prior Year Transfer tab, youcan specify the campus where the student took the course.
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This field is only enabled if Grds Used for Grade Avg is S (semester) or F (final) on Grade Reporting > Maintenance> Tables > Campus Control Options > H Roll & Gr Avg.
• Courses entered on the Prior Year Transfer tab are included if the campus ID is valid for the district, and if thelocal course number matches a course number in the district master schedule for the school year being run.
• Numeric or grade point grade averaging tables from the logged on campus are used. If the other campus used atable that does not exist at the logged on campus, an error message is displayed.
• If High School Credit Lvl Courses for Middle School is selected, the grade averaging tables from the loggedon campus are used for the next year campus.
Specific details about courses included:
Recalc Only CreditsSelect to recalculate credits only. The student's grade average is not recalculated.
Click Recalc Grd Avg to perform the grade average recalculation.
NOTE:
• Since you can change both in-district and out-of district courses on the Cumulative Courses tab, the Recalc Grd Avg on theCumulative Courses tab has both the functionality of the Historical Grade Averaging and Class Ranking utility, and the Recalc buttonon the Prior Yr Transfer tab, so it is not necessary to go to a different tab to recalculate the prior yr transfer courses that you updated onthe Cumulative Courses tab.
• For a prior year transfer course taken outside the district, the average is only recalculated if the student was not enrolled in any courseswithin the district for that school year.
• For courses taken in the district but entered on the Prior Year Transfer tab (such as a summer school course), the district ID andcampus ID must be the same as the current district and campus, and the local course number must be a valid number that can bematched to a course in the district master schedule for that school year, in order for the course to be included in averaging calculations.
Upon successful completion of recalculation, the Print Recalc button is enabled.If errors are encountered, the Print Errors button is enabled.
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PrintRecalc The button is only enabled if recalculation was successful. Click to view the report which displays the average(s) resulting from
the recalculation. If recalculation was not successful, view the error report.
Review, save, and/or print the reports.
PrintErrors If errors are encountered, the button is enabled. Click to view the error report and determine if recalculations were performed.
Some errors will prevent recalculation from occurring.
NOTE: The second error message in the example above can be expected, because the student’s class rank was notrecalculated; therefore his previous rank is no longer applicable.
Review, save, and/or print the reports.
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NOTE: If you are re-calculating multiple years, some years may have errors, and some years may not. The error report will list errorsfor any years in which errors were encountered.
Click Save.
Comments View comments.
View medical alert.
Documents View or attach supporting documentation.
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TxEIS Student
Managing GPA, Class Rank, and Transcripts
(Updated January 2019) IMS - Region 16 ESC