GETTING STARTED: Campus Counseling Office both MS and HS Let your teachers know that there will be a posted grade for 2 nd semester showing in their gradebook for the time you are working on this process. This will lessen their concern and questions. It is also a good idea to have others refrain from printing transcripts or grade history reports that could alter your interim information for 2 nd semester that you are working with. Step 1: Mass update student rank indicator. (If your ranges aren t set correctly you can create major problems. If you are not comfortable doing this yourself, contact Tonya via email and she will do it for you.) a. Go to Office/Grading/Setup/Utilities b. Choose Mass Update Grading Student Entity Information - SI c. Set your report type to By Range d. Set the range screen to look like this, then hit Entity, choose your school and hit Save. e. the Ranges Maintenance screen comes back up. Hit Save. Page 1 of 15
f. Hit Run g. View this report. It is going to print all of your active students. This utility just changed all of your active students to make sure that they will be included in rank and gpa. You need to look at the list paying careful attention to those that say that they were changed from a no. If you come across anyone who is supposed to be a no, go in and hand-change on the entity screen. h. Now go back and repeat the process, but change the student status on the range screen to be Inactive. (this time check the box beside Include All Default Entities ) Hit Save then Save again. i. Under Update check include in rank and choose No. In the reason box, type Inactive student. j. Hit Run this will ensure that no inactive students are included in rank/gpa. Step 2 will address changing the early grads, etc. k. Now you need to exclude any students who are currently at other campuses and are ACTIVE. Set the ranges to ACTIVE 12-12 (MS use your grade ranges). Click the Default Entities button. Select ALL then UNCHECK YOUR CAMPUS. Set the include to NO and Reason- Not our student. Page 2 of 15
Step 2: Make sure all students who need to be included in Rank are set correctly on the Entity screen HIGH SCHOOL WILL NEED TO: A. Identify the seniors that are no longer active that need to be included in rank (e.g. Midyear grads) and make them active. B. If you have any students that need to be ranked that are inactive, for each one, pull them up in the Student Profile and go to Entity tab and Edit.change Include in Rank to YES. Also make sure the print Rank/GPA is set to yes. Should reflect the current year C. Make sure that all current year mid-year grads show to be 12th graders and not GD grade level. This is true for ranking and PEIMS reporting. This should be corrected by your attendance clerk on the entry/withdrawal screen for the current year record. Students who graduated within the current school year should show as 12 th grade until year end processing has occurred. If you have questions, please contact Michael Barrett or Tonya Main Step 3: Run the Data Mining Report Include in Rank List created by MAIN TON000 selecting EXCEL to run it. This report will print all students current and past and their include in Rank and status setting. Highlight all the columns and click the Filter button to add filters to each column. A. Verify that all inactive students are not going to be included in Rank (HS check for the ones who should be) Use the drop down filter for the Status column and uncheck ACTIVE. Now you are only looking at inactive students. Use the drop down filter for the Include in Rank column you should not see Y. If you do, uncheck the N to show you who the inactive students are so that you can hand correct them. B. Verify that all Active students are going to be included in Rank Change the drop down filter for the status column to uncheck Inactive and check Active. Use the drop down filter for the Include in Rank Column you should only see Y. If you see any N, uncheck the Y and review the students you now see so that you can hand correct them in Skyward. C. Call me if you have any questions. Page 3 of 15
Step 4: Verify that Term 4 and 5 have valid and accurate grades that can be used to calculate the semester 2 average. A. Go to WS\OF\GR\RE\GI\SG Selected Grades Report Set the ranges as needed, typically Active CY. o Class should typically be set to Enrolled and Current Year Select any grade marks that would not calculate to a valid Semester 2 average such as, Blank, INC, P, F, E, S, etc. o These grade marks would not typically calculate against a numerical grade and would need to be corrected before the next step in the process. Select all grades over 100 that need to be corrected. Select the 4 th and 5 th six weeks buckets and Run. Make any necessary changes to students with missing or letter grade marks, if necessary. B. Make sure there are no unresolved TEACHER REQUESTS FOR CHANGES TO PREVIOUSLY POSTED GRADES for T3 (S1), T4, or T5 if you have not already done so. Go to WA\EA\AD\GP\SECONDARY GRADEBOOKS TEACHER REQUESTS FOR CHANGES C. You should also run your GRADE DIFFERENCES REPORT in the same area. D. Check that all NCs are up-to-date: Selected grades report using *grades. *****ALERT*****ALERT*****ALERT*****ALERT*****ALERT*****ALERT*****ALERT***** Steps 1-4 need to happen prior to coming to the Lab Work days. PEIMS has a short process as described on the following page that must be done prior to the next step and will be run the morning when you get here and assure us that steps 1-4 are complete. After PEIMS runs this utility you will go on to step 5. Page 4 of 15
HIGH SCHOOL Only (this does not apply to MS) This page is for Technology/PEIMS. After PEIMS runs this utility you will go on to step 5. Run the process to Hold any current Semester 2 grades that may have already been entered (example: credit recovery), to move the posted grades into a Semester 4 bucket for this process. (NOTE This process should not be run for districts that are set up with 4 semesters for scheduling/grading.) Go to WS\OF\GR\RE\SL\MG. For Copy From, highlight Semester 2 (SM2 Used). For Copy To, highlight Semester 4 (SM4 Unused). Click the RUN button. When the process has finished, a report will be generated and stored in the system. To find and review the report: o Go to WS\OF\GR\RE\SL\VS. o Highlight the latest record. o Click the VIEW button. o Open the report and review the data. IMPORTANT DO NOT DELETE the record until you have finished the entire process. This produces an Excel spreadsheet of the Semester 2 grades Save this spreadsheet as a backup of your semester 2 grades. Page 5 of 15
DON T DO THIS UNTIL YOU HAVE VERIFIED THAT Technology HAS PERFORMED THE PROCESS SHOWN ON PAGE 5. Step 5: Calculate Grades using Existing Grades Utility. Go to Office/Grading/Setup/Utilities/Calculate grades Using Existing Grades Select to Print Exception Report, this will show students that have a grade, in the 4 th and/or 5 th six weeks bucket that could not be calculated. Many of these students may not need a valid grade, such as Dual Credit students or credit recovery students. Verify and fix as necessary. Set screen as follows, then set Student Ranges o SM2 = semester 2 o 4 th = 4 th six weeks o 5 th = 5 th six weeks Your grade buckets may be labeled a little differently. For Select Length(s) easiest to move over everything (Must move over all that could have a semester 2 grade) NOTE: BE SURE YOU DO NOT SELECT TO OVERWRITE EXISTING SELECTED GRADES THIS COULD REMOVE THE REAL SEMESTER 2 GRADES!!! ENROLLED CURRENT YEAR *Uncheck the box for Include All Student Class Lengths then click the button to select the appropriate Class Lengths. Page 6 of 15
When choosing the selected length, you will be looking for any length that ends in a 04, 05 or 06 and check them. Any length that ends in 01, 02 or 03 should remain unchecked. This is very important double-check yourself before processing. Click the OK Button. Click the RANGES button and Set screen as follows. o Uncheck the Include all Default Entities button. Then click the Entity button and select your Entity only. o Click Save o Be sure you set the correct grade levels. Click Save Click the SAVE AND RUN button on the main screen. Page 7 of 15
This section is for PEIMS it will or has been done for you. Check with Tonya prior to continuing to step 6. GPA Audit Setup Go to WS\OF\GR\PS(setup)\CF\GP Click on the Auto GPA tab on the left of the screen. Click the Edit button under Historical GPA. For the Class Grade Level make sure you include all grade levels that could have awarded high school credit. It is also important to check the box to Create District Cumulative (DST) Record for Entities. If your district uses the GLO, check the boxes according to how your school uses the GLO. Click the Save button when you have finished. Page 8 of 15
Step 6: Mass Audit Report/Update (Historical GPA) Go to WS\OF\GR\PS\UT\GP\MA Middle school will create a new template with the settings as described below. HIGH School: This screen should already be set up from running semester 1 rankings.they only thing you need to do this time is to: Hit the ranges button under Student Selection o set the grade levels to 12 & 12 (or 8 and 8 for MS). o Set student status to Active o Uncheck Include All Default Entities o Choose your entity o Hit Save Save and Run This step could take several minutes to run and produces a report..no need to print the report, it just needs to generate to screen.then Close. Page 9 of 15
Step 7: Calculate Cumulative Current Year GPA Utility******* Go to WS\OF\GR\PS(setup)\UT\GP\GC Highlight 6 th six weeks, and then click Run This will update earned credit, GPA credit and GPA points for any current year courses. *******Anyone on campus who runs a transcript, report card or other grading analysis report could overwrite this GPA calc if they do not select the 6 th six weeks. This will cause the credits to be removed. Please instruct your department to refrain from printing these reports, uncheck the run GPA calc option, or to be sure and run it by the specific grading period for T6. Page 10 of 15
Step 8: Student Rank with Update **It is HIGHLY Recommended that you run this without the update the first time, to verify the information, before you update the information to the GPA Student Master to print on transcripts. (This is your only opportunity to view the information before it gets posted.) Once you run the report with the With Update checked, the only way to change the Rank is to correct errors and run it again. Go to WS\OF\GR\RE\SL\SR Click the RANGES button and Set Ranges screen as follows, (MS use appropriate for your project) Click the Entity button and select your school only Click Save and then SAVE again Page 11 of 15
HIGH SCHOOL SETUP Grading Period select 6 th six weeks (for semester 2) GPA Method select method you are running. Generally use: o HS: 1-100 PT o MS: 5-MS GPA-WEIGHTED GPA TYPE: o HS: CUMULATIVE o MS: YEAR TO DATE Sort Order Alpha or Rank may want to run once each way Printing Options: Print Earned and Failed Credits; Print Rank; Print GPA (click the GPA Methods button and select the appropriate GPA method to print); SORT BY button: If you are ranking more than one grade level, you can sort by grad year. Click SAVE AND PRINT when ready High School only: After you have run and checked the rank report and are ready to run the report again to Update Rank. Check the box Update Rank Info to Student Master. Once you check this box, you ll be able to select where to save the rank to. YTD GPA Record and Cumulative GPA Record are the suggested choices. Middle School: There is no need to Update Rank Info to Student Master Date this is run is the date for the ranking and will be printed on the transcript. Page 12 of 15
STEP 9: Selected Grades Report Run a selected grades report that shows S2. Save this in case there are questions about the calculations later on. STEP 10: High School only-run the Cum Laude Report. Prior to running this report, make sure that any withdrawn senior that needs to be included is activated changing their status on the entity screen. If they are not activated they will not be included on your cum laude list. Make sure that after running the report you go back to the entity screen and change them back to inactive. 2017 NOTE: Last year we found a problem with this report. Skyward has supposedly fixed the problem, but you need to double check your lists. We will also have Enterprise Systems run a program that will double check also. Please contact Sarah Noblin at ext. 5661 or by email to run their program when you are ready. STEP 11: Contact Tonya/Jeri via email to let her know that you are finished so that she can run the final process to fix all of the grade buckets. Technology will delete all the S2 grades and then move the actual S2 grades back in once you have verified your ranking and Cum Laude reports. Please notify Technology as soon as you are finished. NOTE: You will no longer be able to calculate the interim GPA or the Cum Laude report once this process is complete. If you need to run any part of this process again, please contact Technology/PEIMS first. THIS SECTION IS FOR Technology USE ONLY! Delete Grades by Grade Bucket Utility Go to WS\OF\GR\PS\UT\DG. Click the RANGES button. Set the Ranges screen as follows, and then click the Entity button. Choose your school then hit save Hit Save again Page 13 of 15
Technology USE ONLY This utility will delete all grades in the Semester 2 bucket. Check the box for the Semester 2 Grade Bucket. Click the SELECTED GRADE MARKS button. o Click the SELECT ALL GRADE MARKS button. o Click the OK button. Click the SAVE AND PROCESS button. Make sure that you stay on the processing screen. Click the PREVIEW DATA TO PROCESS button. o Review the data on the update screen. o Expand a student s record to see the grades that will be deleted. o If you want to remove a student from the list: Highlight the student s record. Click the REMOVE FROM UPDATE button. The student that was removed will not process and have grades deleted. o After you have reviewed the data, click the BACK button. Click the RUN THE UPDATE button. Page 14 of 15
Technology USE ONLY Run the Process to Hold any current Semester 2 grades that may have already been entered, due to credit recovery for example, from the Semester 4 bucket back to the Semester 2 bucket. Go to WS\OF\GR\RE\SL\MG. For Copy From, highlight Semester 4 (SM4 Unused). For Copy To, highlight Semester 2 (SM2 Used). Click the RUN button. When the process has finished, a report will be generated and stored in the system. To find and review the report: o Go to WS\OF\GR\RE\SL\VS. o Highlight the latest record. o Click the VIEW button. o Open the report and review the data Page 15 of 15