R E P O R T I N G M A N U A L E L E M EN T A R Y S C H O O L S

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1 M A R K R E P O R T I N G M A N U A L E L E M EN T A R Y S C H O O L S D A T A Q U A L I T Y D E P A R T M E N T Director of Data Quality Danell Kite (281) Student Information Systems Coordinator Dr. Robert Meaux (281) Student Information Services Analyst Diana Bauer (281) Elementary Software Support Specialist Tanya Mizler (281) Secondary Software Support Specialist Debra Palms (281) PEIMS Coordinator Christina Maldonado (281) PEIMS Support Specialist- San Juana Flores (281) School Year HUMBLE INDEPENDENT SCHOOL DISTRICT eschool 4.0

2 Mark Reporting Manual Elementary Schools Contents District Grading Policy... 3 District Timelines for Elementary Schools... 3 Nine Week Grading Periods... 3 Progress Report Dates... 3 Report Card Dates... 3 Progress Report and Report Card Schedule... 4 Grade Processing... 5 Prepare Data for Grade Processing... 5 IPR Process Checklist... 5 RC Process Checklist... 5 Run the Scheduling Synchronization Utility... 6 Run the Missing Submissions Report... 7 Load Unposted Averages... 9 Run the Mark Summary Report Grade Locked Print Interim Progress Reports and Report Cards Print Progress Reports Print Grade Verification Sheets (for reports cards only) Grade Changes For a Single Grade Change For Many Changes in a Particular Class Print Report Cards Documentation Requirements for Grade Verification Teacher Gradebook Report Gradebook Override by Report End of Year Grade Processing Printing Elementary Transcripts

3 District Grading Policy Please refer to the Parent/Student Handbook for detailed information concerning the Humble ISD Grading Policy. The handbook is accessible on the web at District Timelines for Elementary Schools Nine Week Grading Periods BEGINNING END DAYS FIRST SEMESTER Monday, August 22, 2016 Friday, October 21, Monday, October 24, 2016 Friday, December 16, TOTAL 78 SECOND SEMESTER Tuesday, January 4, 2017 Friday, March 10, Monday, March 20, 2017 Friday, June 2, TOTAL 99 Progress Report Dates Elementary School Progress Reports will be sent to parents of students whose grade averages are at or near failing or if a grade has dropped the equivalent of two letter grades. These reports are sent the middle of each nine-week grading period or as needed. Week of September 19, 2016 Week of February 6, 2017 Week of November 28, 2016 Week of April 24, 2017 Report Card Dates Elementary Report Cards will be sent home during the week following the end of the nine-week period and no later than the following dates. October 28, 2016 March 24, 2017 January 6, 2017 June 2,

4 Progress Report and Report Card Schedule Elementary Schools Progress Report Report Cards Nine Weeks End of 4 Weeks Upload to IPR Link by (Enter Time) on: Progress Reports Distributed to Students: Number of Days in IPR Period End of 9 Weeks Upload to RC Link by (Enter Time) on: Verify Grades by (Enter Time) on: Report Cards Distributed to Students by: Total Number of Days in Nine Week Period 1 st Sept 22 (Friday) Sept 25 (Monday) Week of Sept Oct 20 (Friday) Oct 23 (Monday) (Enter Day) Oct nd Nov 17 (Friday) Nov 27 (Monday) Week of Nov Dec 15 (Friday) Jan 2 (Tuesday) (Enter Day) Jan rd Feb 2 (Friday) Feb 5 (Monday) Week of Feb 5 22 Mar 9 (Friday) Mar 19 (Monday) (Enter Day) Mar th Apr 20 (Friday) Apr 23 (Monday) Week of Apr June 1 (Friday) May 25 (Friday) (Enter Day) June 1 53

5 Grade Processing Prepare Data for Grade Processing Before starting any grade reporting processes, meet with your principal to finalize IPR (progress report) and MR (mark reporting) timelines. Send an electronic copy of your grade timelines to your Software Support Specialist. Contact Data Quality if a message needs to be printed on the Progress Reports or Report Cards. IPR Process Checklist 1. Synchronize Schedules, deleting invalid marks 2. Teachers upload grades per the grading timeline 3. Run Missing Submission Report and give report to administrator that oversees grade reporting 4. Load unposted averages (if necessary) 5. Run a Mark Summary Report 6. Contact DQ to verify attendance calculations have completed 7. Print IPR (Before printing to paper, look at file to make sure everything looks correct.) RC Process Checklist 1. Synchronize Schedules, deleting invalid marks 2. Teachers upload grades 3. Run Missing Submissions report 4. Load Unposted Averages (if necessary) 5. Run Mark Summary report 6. Grades are locked 7. Verify attendance calculations have completed 8. Run Teacher Grade Verification sheets 9. Make all grade changes from verification sheets 10. Contact DQ with message to print on RC 11. Print RC

Run the Scheduling Synchronization Utility The scheduling synchronization utility will create a grade record for each course/section in which the student is actively scheduled.

6 Run the Scheduling Synchronization Utility The scheduling synchronization utility will create a grade record for each course/section in which the student is actively scheduled. Without this step, there is no place in the system in which to record student grades. Additionally, if a student drops a course, this process will close the grade record for that course. Scheduling conflicts will be displayed on the log. These conflicts must be resolved before report cards are generated. Failure to synchronize schedules will result in inaccurate report cards. Often, teachers will notify you that withdrawn students are appearing on their report card screen, which may indicate that the student s schedule has not been synchronized. Registrar should synchronize schedules when making schedule changes, but running the full synchronization will guarantee that ALL schedules have been synchronized. NOTE: If the schedule has been synchronized and the student is still showing in the teachers grade book, check that the Last Active MP field in the Mass Entry screen is entered correctly. Synchronizing schedules should be done on a weekly basis. Mark Reporting > Utilities > Scheduling/RC Synchronization STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP 3: Go to the Mark Reporting menu, then Utilities, then Scheduling/RC Synchronization STEP 4: Set the preferences in the Prompts panel: a. select the Building b. check the Delete Invalid Marks box c. set Amount to Log in Statistics File preferences (Log All Activity or Log Errors Only) d. click the Run button in the top right corner of the screen 6

Run the Missing Submissions Report At the start of the school year, teachers should receive the IPR/RC schedule from the grade book administrator.

The grade book administrator will follow up with those teachers who fail to upload grades by the communicated deadlines.

7 Run the Missing Submissions Report At the start of the school year, teachers should receive the IPR/RC schedule from the grade book administrator. This lists the dates and times that teachers should follow for uploading grades to the IPR and RC links. The grade book administrator will follow up with those teachers who fail to upload grades by the communicated deadlines. The Missing Submissions Report will provide a list of teachers who fail to upload their grades by the deadline or upload their grades incorrectly. STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP 3a: for Progress Reports: Go to the Mark Reporting menu, then Entry & Reports, under Progress Reports choose Missing Submission Mark Reporting > Entry & Reports > Progress Reports > Missing Submission STEP 3b: for Report Cards: Go to the Mark Reporting menu, then Entry & Reports, under Report Card Reports choose Missing Submission Mark Reporting > Entry & Reports > Report Card Reports > Missing Submission 7

STEP 4: Set the preferences in the Prompts panel: a. select the Building b. select the Progress Report Date/Report Card Run from the drop down list c. check the Log Statistics box d.

8 STEP 4: Set the preferences in the Prompts panel: a. select the Building b. select the Progress Report Date/Report Card Run from the drop down list c. check the Log Statistics box d. click the Run button in the top right corner of the screen STEP 5: Review the report for teachers and courses that were not uploaded. NOTE: In some cases, it may not be that the teacher failed to upload, but may instead be one of the following situations (or others not listed): a. The teacher may have uploaded to the wrong link (Ex: RC instead of IPR link). b. Some courses do not have students currently enrolled, so no grades would need to be uploaded. c. If a teacher loaded grades from home, but did not use Internet Explorer as their browser, the grades may not have uploaded STEP 6: This report should be submitted to the administrator who oversees grade reporting. They will utilize this report to follow up with those teachers who failed to upload by the deadline. d. a. b. c. 8

9 Load Unposted Averages The Load Unposted Averages process is used to load grades for teachers who were unable to upload from the grade book. NOTE: Teachers should always follow the process to load their own grades from the grade book and never rely on the grade book manager to load their unposted grades. The steps for teachers to follow for uploading their grades are listed in the TAC manual. Mark Reporting > Utilities > Calculations > Load Gradebook Averages STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP 3: Go to the Mark Reporting menu, then Utilities, under Calculations choose Load Gradebook Averages STEP 4: Set the preferences on the screen and click the Run button screen. in the top right corner of the 9

For elementary schools, the report should be run at the end of the fourth week and at the very end of the nine week reporting period.

10 Run the Mark Summary Report The Mark Summary Report is used to determine UIL eligibility, find incompletes, failing, invalid and blank grades. For eligibility, this report should be run at the end of the third week, sixth week, and at the very end of each nine weeks reporting period for secondary schools. For elementary schools, the report should be run at the end of the fourth week and at the very end of the nine week reporting period. STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP 3a: for Progress Reports: Go to the Mark Reporting menu, then Entry & Reports, under Progress Reports choose Mark Summary Mark Reporting > Entry & Reports > Progress Reports > Mark Summary STEP 3b: for Report Cards: Go to the Mark Reporting menu, then Entry & Reports, under Report Card Reports choose Missing Submission Mark Reporting > Entry & Reports > Report Card Reports > Student Mark Summary 10

STEP 4: Set the preferences in the Prompts panel: a. select the Building b. select the Progress Report Run Date/Report Card Run from the drop down list c. check the Check for Blank Marks box d.

11 STEP 4: Set the preferences in the Prompts panel: a. select the Building b. select the Progress Report Run Date/Report Card Run from the drop down list c. check the Check for Blank Marks box d. Mark Types: Progress Reports: Select PROG (at the end of the year, Choose NP for grades 3-5) Report Cards: Select NP (at the end of the year, Choose FIN for grades 1-2 to find missing Ps and Fs) STEP 5: Set the preferences in the Sort panel: a. Sort by student last name, then first name STEP 6: click the Run button a. in the top right corner of the screen d. f. b. c. e. Grade Locked Contact DQ to lock your grades immediately following the deadline for teachers to upload grades, before verification sheets are run (for report cards only) Print Interim Progress Reports and Report Cards Before running reports, ensure the teachers have completed the steps to load grades from the teacher grade book and also check with DQ to verify attendance calculations have completed. 11

Print Progress Reports Mark Reporting > Entry & Reports > Progress Reports > Print Progress Reports STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP 3: Go

12 Print Progress Reports Mark Reporting > Entry & Reports > Progress Reports > Print Progress Reports STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP 3: Go to the Mark Reporting menu, then Entry & Reports, under Progress Reports choose Print Progress Reports STEP 4: Set the preferences in the Prompts panel: a. select the Building b. select the Progress Report Date from the drop down list c. check the Refresh Progress Report Data Before Print box d. enter the Earliest Withdrawal Date for Inactive Student as the same date as the Progress Report Date and Report Date STEP 5: Set the preferences in the Filter panel: a. Select Active Students only (Demographics Current Status = Active) STEP 6: Set the preferences in the Sort panel: a. If mailing progress reports, sort by Zip Code or Address STEP 7: click the Run button in the top right corner of the screen * Elementary Schools will sort by Primary Homeroom 12

Print Grade Verification Sheets (for reports cards only) My eschoolplus > All > Reporting > Cognos STEP 1: Click the "Mega" Menu button STEP 2: Choose My eschoolplus from the "Mega" Menu STEP 3: Go

13 Print Grade Verification Sheets (for reports cards only) My eschoolplus > All > Reporting > Cognos STEP 1: Click the "Mega" Menu button STEP 2: Choose My eschoolplus from the "Mega" Menu STEP 3: Go to the My eschoolplus menu, then All, then under Reporting choose Cognos STEP 4: Go to the Mark Reporting folder STEP 5: Choose the Report Card Teacher Verification report STEP 6: On the report screen, set the following preferences: a. select the Building b. select the All Teachers c. select the Marking Period(s) d. press the Finish button Distribute to teachers with deadline to return, signed, with any changes. 13

Grade Changes For a Single Grade Change Mark Reporting > Entry & Reports > Student > Report Card Summary STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP

14 Grade Changes For a Single Grade Change Mark Reporting > Entry & Reports > Student > Report Card Summary STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP 3: Go to the Mark Reporting menu, then Entry & Reports, under Student choose Report Card Summary STEP 4: Enter the Student ID in the Quick Search bar STEP 5: In the Courses for Building panel, choose the class where the change is to be made. STEP 6: Change the grade in the correct marking period STEP 7: Press the SAVE button at the top of the screen 14

For Many Changes in a Particular Class Mark Reporting > Entry & Reports > Office > Report Card by Course STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega"

enter the Course-Section (EX: E100D for 4 th grade reading, 401 in the section number for homeroom) d. press the Load Records button at the top of the e. select the course f.

15 For Many Changes in a Particular Class Mark Reporting > Entry & Reports > Office > Report Card by Course STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP 3: Go to the Mark Reporting menu, then Entry & Reports, under Office choose Report Card by Course STEP 4: In the Selections panel: a. select the Building b. select the RC Run c. enter the Course-Section (EX: E100D for 4 th grade reading, 401 in the section number for homeroom) d. press the Load Records button at the top of the e. select the course f. press the Load Records button at the top of the screen STEP 5: Open the Students panel, and enter your changes/corrections. STEP 6: Press the SAVE button at the top of the screen c. e. Save d. and f. a. b. Step 5 15

Print Report Cards Mark Reporting > Entry & Reports > Report Card Reports > Print Report Cards STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP 3: Go to

select the Report Card Run c. check the Refresh MR Data Before Print box d for the Demographics as Of Date, enter the last day of the marking period e.

16 Print Report Cards Mark Reporting > Entry & Reports > Report Card Reports > Print Report Cards STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP 3: Go to the Mark Reporting menu, then Entry & Reports, under Report Card Reports choose Print Report Cards STEP 4: Set the preferences in the Prompts panel: a. select the Building b. select the Report Card Run c. check the Refresh MR Data Before Print box d for the Demographics as Of Date, enter the last day of the marking period e. for the Earliest Withdrawal Date for Inactive Students, enter the last day of the marking period f. check the Home Access Center Upload box g. click the Run button in the top right corner of the screen * Elementary Schools will sort by Primary Homeroom c. d. e. f. a. b. 16

17 Documentation Requirements for Grade Verification The following documentation is mandatory for each nine-week grading period and must be clearly labeled and stored for a minimum of five years. 1. Signed Verification Sheets and Teacher Checklist Maintain the hard copy of the verification sheets with a teacher signature on each page. All grade changes to be made during the grade verification process must be documented on the verification sheets. Include the checklist indicating that all teachers verification sheets have been submitted. 2. Teacher Gradebook Run the Cognos report (instructions below) and save the pdf report to the grade verification CD. 3. Grade Override By Run the report (instructions below) and save as pdf to the grade verification CD. 4. Report Cards Electronic copy burned to CD. When report cards are run and ready to be printed, save the report card file to a folder, and then include the file on the grade verification documentation CD. Note: Copy of the end of the year report card file should be ed to Data Quality. 5. Grade Change Forms Keep the original documents with the verification sheets. Following the grade verification process, any grade changes must be recorded on a grade change form. All grade change forms must be included in the verification documentation for the correct grading period. 17

18 Teacher Gradebook Report The Teacher Gradebook Report creates a snapshot of every teacher's gradebook in your building. This report must be saved (along with the Grade Override report) to a flash drive or CD and stored with your verification reports each nine week grading period. My eschoolplus > All > Reporting > Cognos STEP 1: Click the "Mega" Menu button STEP 2: Choose My eschoolplus from the "Mega" Menu STEP 3: Go to the My eschoolplus menu, then All, then under Reporting choose Cognos STEP 4: Go to the Mark Reporting folder STEP 5: Choose the Teacher Gradebook report STEP 6: On the report screen, set the following preferences: a. select the Building b. select the Marking Period(s) c. in the Teacher Name selection box, choose Select All (You can run this report for a single teacher by highlighting only that one teacher instead of Select All) d. press the Finish button The report takes approximately 5-10 minutes to run, depending on the size of your campus. 18

19 b. a. c. d. STEP 7: When the report appears: a. click the Save icon to save the pdf report to a folder b. burn to the grade verification documentation CD c. DO NOT PRINT this report is very large. 7a. 19

20 Gradebook Override by Report The Gradebook Override By Report will give you a record of all grades that have been overwritten in the grade book. This report will complement the Teacher Gradebook Report to give a full view of the students grade records. My eschoolplus > All > Reporting > Cognos STEP 1: Click the "Mega" Menu button STEP 2: Choose My eschoolplus from the "Mega" Menu STEP 3: Go to the My eschoolplus menu, then All, then under Reporting choose Cognos STEP 4: Go to the Mark Reporting folder STEP 5: Choose the Grade Override by report STEP 6: On the report screen, set the following preferences: a. select the Building b. select the Marking Period(s) c. in the Mark Type field, choose NP d. press the Finish button (For the last marking period, choose Marking Period = N/A and Mark Type = FIN) 20

21 a. b. c. d. STEP 7: When the report is ready, click the View icon and select View in PDF Format. Step 7. STEP 8: Click the Save icon to save the report to a folder and then copied to the grade verification documentation CD. Save 21

22 End of Year Grade Processing ELEMENTARY YEAR-END RC CHECKLIST (Grades and P/F for 01 and 02) /DQ Check Process DQ DQ DQ Communicate with Software Support regarding message to be printed on RC Run Scheduling Synchronization Utility Checking box to delete invalid marks Contact Attendance staff to verify that all attendance has been entered and errors resolved Teachers load grades from Teacher Access Center (P or F in final grade column for all 1 st and 2 nd grade courses). This is in addition to competencies Run Missing Submissions Report Run Grade Override By (Cognos) to verify only 1 st and 2 nd grade courses have override in Final grade column (P or F) Run Load Un-posted Averages (if necessary OPTIONAL) Should only be run with Administrator approval Run Mark Summary Report -(Look for inappropriate marks/incompletes and failing grades) Run this for NP and FIN for 4th marking period Contact Software Support Specialist to Lock Grades IMMEDIATELY after upload Lock grades, calculate final averages, calculate attendance for RC Run New Build Course Equivalency Print Verification Sheets in Cognos (Mark Reporting >> Entry & Reports >> Report Card Reports >> Verification Sheets). Choose YES to include all course marks for grades PK-02 so that verification sheets will print for 1 st and 2 nd grade. Make grade changes from verification sheets returned If any grade changes are made, notify DQ to re-calculate final averages Re-calculate final averages, build course equiv., run GPA calculation, re-run attendance calculations Check with Counselor to make sure the EOY Status has been entered for all students before report cards are printed (Y,P,RG or RS). Print Report Cards (be sure to verify attendance and message before printing) and transcripts Notify DQ Grade process is finished, report cards and transcript files to DQ 22

23 Printing Elementary Transcripts Transcripts can be run as soon as your N4 report cards are final. Mark Reporting > Entry & Reports > Transcript Reports > Print Transcripts STEP 1: Click the "Mega" Menu button STEP 2: Choose Mark Reporting from the "Mega" Menu STEP 3: Go to the Mark Reporting menu, then Entry & Reports, under Transcript Reports choose Print Transcripts STEP 4: Set the preferences in the Prompts panel: a. select the Building b. set Group Courses to Year c. check the Refresh Transcript Data Before Print box d. set Course Area GPA Type to YR Yearly GPA e. check the Print Courses Without Marks box f. set Earliest Withdrawal Date for Inactive Students as the last day of school g. set Transcript Seal to Exclude transcript seal STEP 5: Set the preferences in the Filter panel: a. Choose grades 1-5 Demographics Grade >= 1 Demographics Grade <= 5 STEP6: Set the preferences in the SORT panel to your choosing (by grade, by homeroom, etc.) STEP: click the Run button in the top right corner of the screen Transcripts must be filed in the cumulative folder at the end of each school year. 23

24 a. c. d. e. f. Run b. g. Step 5 Step 6 24

Attendance/ Data Clerk Manual.

Attendance/ Data Clerk Manual. Attendance/ Data Clerk Manual http://itls.saisd.net/gatsv4 GATS Data Clerk Manual Published by: The Office of Instructional Technology Services San Antonio ISD 406 Barrera Street San Antonio, Texas 78210