PowerSchool. Historical Grades. (Transcripts)
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1 PowerSchool Historical Grades (Transcripts) Revised 02/25/2015
2 Historical Grades In PowerSchool, for transcript purposes, historical grades are stored with a store code of F1 for completed courses. Use the Historical Grades page to: enter grades for students who take classes at another school (BYU Independent Study, Southwest Virginia Governors School, etc.), enter grades for transfer students, and edit existing historical F1 grade records. Entering a New Historical Grade: 1. Look up the student on the Start Page and click on their name. 2. Choose Historical Grades under the Academics heading on the left toolbar. 3. The Historical Grades page will appear. Choose Single New Entry. (DO NOT use the Multiple New Entries option this option will not allow input for required Virginia fields used on transcripts.) 2
3 4. School Name Remove the default school name and enter the name of the school where the grade was earned. 5. School Year Enter the year the course was completed (ex: for year , enter 2011). 6. Store Code Use the store code of F1 only 7. Historical Grade Level Enter the student s historical grade level for that school year. (DO NOT add a leading zero to a single digit grade level.) 8. (a) Course Number Enter the course number for the corresponding course number found in the MCPS course catalog. You can find a current course listing under the PowerSchool Processes and Procedures link on the MCPS webpage. If you need a course added, please PowerSchool. (DO NOT enter a section number). 3
4 9. Course Name Enter the course name. 10. Teacher Name Do not enter anything in this field. 11. Grade Enter the letter grade that the student earned for the course. A list of acceptable letter grades is attached to this documentation and can also be found under the PowerSchool Processes and Procedures link on the MCPS webpage. 12. GPA Points Enter the corresponding GPA points for that letter grade. See the attached list of acceptable letter grades and their respective GPA points. 13. Added value If the course is an acceptable weighted GPA course by MCPS policy (DE, SWVGS, and AP courses only), enter 1 in this field. Reference the current course listing under the PowerSchool Processes and Procedures link on the MCPS webpage for weighted information on courses. Algebra I is not a weighted GPA course; therefore this field was left blank. 4
5 14. Percent and Citizenship Do not enter anything in these fields. 15. Earned Credit Hours Enter the number of credits that this student earned for the course. (ex: a letter grade of F would receive 0 earned credits). See the attached list of acceptable letter grades and their respective Earned Credit information. 16. Potential Credit Hours Enter the number of credits that the student would have earned with a passing grade. Reference the current course listing under the PowerSchool Processes and Procedures link on the MCPS webpage for credit information on courses. Also, see the attached list of acceptable letter grades and their respective Potential Credit information. 17. Credit Type Do not enter anything in this field. 18. GPA Calculation Leave the radio button on Include. Exception click the radio button on Exclude if the letter grade is P or AU. Reference the list of acceptable letter grades that is attached to this documentation for information on excluding a letter grade from GPA. 5
6 19. Class Rank Calculation Leave the radio button on Include. Exception click the radio button on Exclude if the letter grade is P or AU. Reference the list of acceptable letter grades that is attached to this documentation for information on excluding a letter grade from Rank. 20. Honor Roll Calculation Leave the radio button on Include. 21. Display on Transcripts Leave the radio button on Yes. 22. Complete the following fields under the Virginia State Information section. In order for the Virginia transcript to print accurately, it is extremely important that these field be completed as stated below: a. Verified Credits Earned this information will be filled out by the school s SOL testing coordinator b. Substitute Credit Course MCPS does not use this field c. Distance Learning Course use the pull down menu to select Yes if this course was taught virtually d. Dual Enrollment Course use the pull down menu to select Yes if this course was a Dual Enrollment course e. Advanced Placement Course use the pull down menu to select Yes if this course was an Advanced Placement course f. Accelerated Course MCPS does not use this field 6
7 g. Honors Course use the pull down menu to select Yes if this course was an honors course h. International Baccalaureate Course MCPS does not use this field i. Alternate School ID enter the school id number from the Schools Attended list found under the PowerSchool Processes and Procedures link on the MCPS webpage. If you need a school added to the list, please PowerSchool. (This field is required in order for the school information to print on the Virginia Transcript). j. Alternate Course ID enter the course number that was entered above in step 8. (This field is required for any course taken outside the school district or it will not print on the Virginia transcript). k. Commonwealth College Course Collaborative MCPS does not use this field l. Summer Course MCPS does not use this field 23. Click Submit 24. This course is now added to the student s historical grade record. 25. Repeat these steps to enter all courses for this student. 26. Print a copy of the transcript with GPA for a counselor to review. 7
8 Edit existing F1 Historical Grades: 1. Look up the student on the Start Page and click on their name. 2. Choose Historical Grades under the Academics heading on the left toolbar. 3. The Historical Grades page will appear. Click on the blue hyperlink of the letter grade corresponding to the course that needs to be edited. 4. On the Edit Stored Grade page, change the necessary data, such as: a. Course Number b. Course Name c. Letter Grade if a letter grade is changed, GPA points must also be changed to reflect the new letter grade. If a letter grade of F is changed to a passing grade, earned credits (in addition to GPA points) must also be changed. (GPA points and Earned Credit Hours have to be manually changed because they won t change automatically.) d. Credit Information 5. Click Submit 8
9 MCPS Grade Scale Grade Description GPA Points Earned Credit Potential Credit GPA & Rank Calc A Yes Yes Yes A-E Loss of Credit-failed SOL 4 No (0) Yes Yes A-L Loss of credit-attendance 4 No (0) Yes Yes A-R No credit given-repeat course 4 No (0) Yes Yes B Yes Yes Yes B-E Loss of credit-failed SOL 3 No (0) Yes Yes B-L Loss of credit-attendance 3 No (0) Yes Yes B-R No credit given-repeat course 3 No (0) Yes Yes C Yes Yes Yes C-E Loss of credit-failed SOL 2 No (0) Yes Yes C-L Loss of credit-attendance 2 No (0) Yes Yes C-R No credit given-repeat course 2 No (0) Yes Yes D Yes Yes Yes D-E Loss of credit-failed SOL 1 No (0) Yes Yes D-L Loss of credit-attendance 1 No (0) Yes Yes D-R No credit given-repeat course 1 No (0) Yes Yes F No (0) Yes Yes WF Withdraw failing 0 No (0) Yes Yes AU Audit 0 No (0) No (0) No P Pass 0 Yes Yes No 9
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